This video teaches you how to manage your team's absences in Leadtime – vacation requests, sick leave, and team availability at a glance.
Vacation requests are found in the employee profile under the "Vacation" tab. There you see pending requests with their time period and – especially helpful – the current team coverage as a percentage. This lets you immediately assess whether a vacation is critical. One click to approve or decline. A calendar icon lets you check the team calendar's week view before deciding.
The vacation statistics show contract vacation days, days already taken, and days still available. Through vacation compensations, you can carry over remaining days, grant additional days, or deduct days when paid out – all cleanly documented with date, type, and number of days. Below that, you'll find the complete vacation history.
Sick leave entries appear in the "Sickness" tab of the employee profile – with start/end dates, optional comments, and uploaded doctor's certificates. The employee reports sick through their profile or when clocking in.
The team calendar is your central overview. In the week view, each row represents an employee, each column a day. Absences are marked with icons. On the right, you can switch between different views: attendance, booked time, billable time, and mood. Color codes (green/yellow/red) indicate time tracking status. Clicking on an employee opens their profile as a dialog without leaving the calendar view.
Vacation, sick days, time off. Absences are part of everyday work life. And as a manager, you want to know at any time who's available and when.
In this video, I'll show you how to manage absences in Leadtime. You'll learn how to approve vacation requests, keep track of sick leave, and use the team calendar to see your team's availability at a glance.
When an employee requests vacation, the request appears in their employee profile. You'll find it under Your Company, then Employees, then select the employee and go to the Vacation tab.
At the top, you'll see pending vacation requests. For each request, you can see the time period and, this is especially useful, the current coverage in the company. So: what percentage of the team is still available during this period? This lets you immediately assess whether the vacation is critical or easily manageable.
Click the checkmark icon to approve the request. Click the X to decline it. If you want to check the team calendar before deciding, click the small calendar icon. That opens the week view for that period directly.
Approved vacations then appear in the list below. If plans change, you can also cancel an approved vacation.
Below the requests, you'll find the employee's vacation statistics. Here you can see at a glance: How many vacation days does this person have according to their contract? How many have already been taken? And how many are still available?
This is important for planning. If someone still has 15 days left at the end of November, you know that either a lot of vacation is coming at year end, or you need to discuss a carryover.
That's what vacation compensations are for. With the Add button, you can make adjustments: carry over remaining vacation to the next year, grant additional vacation days as compensation for a special project, or deduct vacation days if they're being paid out.
Each compensation is documented with date, type, and number of affected days. This gives you a clean history of why the vacation balance differs from the contract days.
At the bottom, you'll find the vacation history. A list of all past requests. Approved, declined, or canceled. Useful if you want to trace when someone took vacation last year.
When an employee calls in sick, it also appears in their employee profile. This time in the Sickness tab.
Here you'll see a list of all sick leave entries with start and end dates. If the employee left a comment when reporting sick, like "flu," that's displayed too. And if a doctor's certificate was uploaded, you can view it directly.
The actual process of reporting sick is done by the employee, either through their profile or when clocking in. I'll show that in detail in the video for employees. For you as an admin, what matters is: you have an overview of all sick leave periods here.
The team calendar is your central hub for team availability. You'll find it in the main menu under Team Calendar.
The view is structured by week. Each row is an employee, each column is a weekday. Use the navigation at the top to switch between weeks.
You can immediately see who's working and who's absent. Absences like vacation or sick leave are marked with icons. So you can tell at a glance: Monday three people are on vacation, Wednesday someone is sick.
On the right, you can switch the view. Attendance shows when employees clocked in and out. Time Tracking shows booked hours. Billable Time shows billable hours. And Mood shows how employees felt, if they track that when clocking in.
The color codes help you assess time tracking status. Green means: target reached or exceeded. Yellow means: minor deviation. Red means: significantly below target or no entries at all.
With the dropdown at the top, you can filter by teams. Handy if you only want to see your own team.
When you click on an employee, their profile opens directly as a dialog. From there you can process vacation requests, review time entries, or check other details, all without leaving the calendar view.
You now know how to manage absences in Leadtime. Approving or declining vacation requests, adjusting vacation balances with compensations, viewing sick leave, and using the team calendar to always keep track of who's available when.
In the next video, we'll look at overtime. How Leadtime tracks extra hours and how you manage overtime accounts.
