Skip to main content

When we were building our Personio system, absence workflows were certainly an interesting part of the process. We had 4 entities, 3 with their own project/ resourcing offices and each with their own process and reasons behind it. Here are my top tips for making those absence workflows as easy as possible!

 

  1. Know your processes

I spent time getting to know each entity's process but also the reasons behind their process. In some, the project office had to go first to ensure that there were no projects planned for that time. In others, the head of department needed to go first to ensure there were no scheduling conflicts and in some others, they only needed supervisor approval (if only they were all that simple!).  Once you truly know the process and the reasons behind it, you’ll have the best understanding of how to start building. 

 

  1. Consider using automations

We have a few types of leave that affect pay (unpaid, maternity, AWOL), and at first when building our system we had payroll as an approver on those types of leave to ensure they were aware and improve communication. Now we have automations, I can send them an email off of the workflow and shorten the approval process for the employee! 

Note, automations does not at the time of writing this article allow you to add in the dates of the absence so if those are required, automations may not currently be an option. 

 

  1. Use roles to your advantage

Sometimes you’ll want to notify specific people of an absence i.e. project office, payroll, or the HR team and often the best way to achieve that in a workflow is through roles. This allows multiple people to be able to pick up the request as well as making the process easier when any of your approvers leave. 

 

  1. Carefully consider your filters

When setting up a workflow for absence approval, the most crucial thing to get right is the filters you use to determine which workflow they’ll follow – if everyone is the same it’s easy peasy! You want to try and filter off existing attributes which are already maintained, for example a cost center, department or office. This avoids over complicating the workflow and system.

 

This is a very handy guide for our community on getting started with absence workflows. As always, thank you so much ​@People Person for your insightful contributions to the community! 🤩

Your reply


Terms & Conditions of the Personio Voyager Community