Holidays and absences

With AccessTime, each person requests their holidays from Absences and holidays (side menu), sees their balance at all times, and whoever approves has the team calendar and coverage warnings right in front of them. Here's how to get it all set up.

1. Set up the absence types

In Absence types (Administration section) your company starts with four types already created: holidays, sick leave, paid leave and personal days. You can edit them, deactivate them or create the ones you need. Each type has a name, a colour (for the calendar) and four switches:

If a type already has absences attached it can't be deleted (the history must be kept): deleting it deactivates it and it stops being offered in new requests.

2. Balances: pro-rating and carry-over

The annual allowance is defined in Company settings → Holidays and absences:

• Working days of holiday per year: 22 by default, the legal minimum in Spain.
• Maximum days carried over to the next year: with 0 there's no carry-over.

With that, each person's balance calculates itself:

• Pro-rating on joining: if someone joins mid-year, they're allocated the remaining months (the joining month counts in full), rounded to the half day in the employee's favour.
• Carry-over: unused days from the previous year roll into the next, up to the configured maximum.
• Available = allocated + carried over − used − pending (unresolved requests also commit balance, so nobody can request the same days twice).

In Holiday balances you see the table for the whole workforce by year and can manually adjust anyone's allocated and carried-over days — useful if you're migrating from another platform with days already taken.

3. Requesting an absence

1. Go to Absences and holidays and click to create a request.
2. Choose the type, the start date and the end date.
3. Tick Half day only if it applies (the start and end dates must match): it counts as 0.5 days.
4. Attach the supporting document if the type requires it (PDF or image, max. 10 MB). Only you, HR and whoever approves can download it.
5. Submit. If the type requires approval it stays pending; if not, it's recorded as approved immediately.

Days are deducted in working days: weekends and public holidays don't count. The platform also won't let you submit the request (and tells you why) if:

• the dates overlap with another of your pending or approved absences,
• the range contains no working days,
• you request more days than you have available (only for types that deduct from the balance).

4. Team calendar and public holidays

In Team calendar you have the monthly view with each person's approved and pending absences, in their type's colour, and public holidays marked. Each role sees what's relevant to them: employees and managers see their department (to coordinate); administrators and HR see the whole company.

Public holidays are managed in Public holidays: national ones come preloaded and can't be deleted; you add (date, name and scope) or remove the ones for your autonomous community and your municipality's local holidays yourself. They affect both the working-day calculation for absences and the working-time record.

5. Minimum department coverage

In Company settings you can set a minimum coverage per department (% of people present; 0 disables it). When reviewing a request in Approvals, if approving it would leave the department below that threshold on any working day — also counting colleagues' pending requests — the approver sees a warning with the worst day and the percentage that would remain.

It's a warning, never a block: the final decision always belongs to the approver.

What next?

• Define who approves what
• Setting up from scratch
• Import employees and adjust initial balances