Absences

Record a team member's leave or time off as a range of whole days, so managers and supervisors know who is away and can plan the work around it.

Declaring an absence

1. Open Organization › Absences and click “Declare an absence”.
2. If you manage absences, choose the person; otherwise the absence is yours.
3. Pick the first and last day: both are included. For a single day, pick just that day.
4. Add an optional short note (up to 200 characters), for example who covers, then click Declare.
5. To change or remove an absence later, use the pencil or bin icon on its row.

Who can declare

With “Declare own absences”, a person records their own leave. With “Manage everyone's absences”, a manager or supervisor declares, edits or deletes the absences of the people they can see. Two absences of the same person cannot overlap.

Who is notified

When an absence is declared, the person's team leaders — up through the parent teams — receive a notification, along with the roles chosen in Company Settings › Notifications › Advanced notification configuration, under “People & teams”, each only for the people they can see. The channels (in-app, push, email) are set there too. The note is never sent. Only people who can open the Absences page are notified, and an absence that is already over is recorded without a notification.

Who can see what

The Absences page lists the absences of the people your data visibility covers — everyone, your teams, or only yourself, depending on your role. Switch between Away today, Upcoming and Past, and filter by team or person.

Availability while planning

• In the assignee picker, an absent person shows “Absent until …” under their name. They can still be assigned.
• In the work order Planner, By technician view, a technician's absent days are striped and labelled “Absent”. It is a warning only: you can still drop work there.
• On a team's page, members who are away today carry an “Absent until …” badge.

Privacy

FreeMaint never asks why someone is away and stores no reason or type of leave — no sick leave or other health information. Keep the note factual and free of personal details. The note is shown only to the person concerned and to those who manage absences.

Plan

Seeing absences is included in every plan. Declaring, editing and deleting absences requires the Business plan.

Declare planned leave as soon as you know it: upcoming absences already show in the planner and in the assignee picker.