Leave / absence requests in Kleer

Absence requests in Kleer let employees apply for leave and let managers review, approve or reject the requests.

Once a request is approved, no extra reporting is needed – the time and monthly reports are updated automatically based on the absence type. This guide describes the apply-and-approve flow for both employees and managers.

Overview

The feature has two main views:

• My absence requests – where an employee creates and follows up on their own leave applications.
• Approve – where managers review and handle incoming requests from their direct reports.

Both views are reached from the Absence requests section in the main menu.

Applying for leave (employee)

1. In the main menu, open Absence requests and go to My absence requests.
2. Click New request.
3. Choose the type of leave.
4. Enter the From and To dates.
5. Add an optional comment (not mandatory).
6. Submit the request. It is sent to your closest manager for approval.
7. You receive an e-mail when the request is approved or rejected. When it is approved, your time and monthly report are updated according to the chosen leave type.

Approving leave (manager)

1. Open Absence requests and go to Approve.
2. The badge next to the menu shows how many open requests from your direct reports are waiting.
3. Review the incoming requests in one of the two views:
   • List view – a straightforward list of requests.
   • Timeline view – a visual overview of overlapping periods and how many people are on leave per week, which makes planning easier.
4. Approve or reject each request. You can do this from either view.
5. When you approve, the employee receives an e-mail and the time and monthly report are updated with the leave period. If you reject, the employee is also notified by e-mail.

Overview (for managers)

If you are a manager with direct reports, you also get a dedicated Overview menu item under Absence requests. It gives a consolidated picture of your team’s leave for easier planning. The menu item only appears if you have employees reporting to you. New requests to handle also show up in the app’s to-do card.

Approving as a higher-level manager

1. If a manager is unavailable, a higher-level manager can approve leave instead.
2. Filter by the relevant closest manager.
3. Review the requests awaiting a decision.
4. Approve or reject them.

Permissions and request flow

• Absence requests follow the organisational structure set up for the company. A request is sent to the user registered as the employee’s closest manager.
• Managers higher up in the hierarchy have access to all requests.

Good to know

• You cannot apply for historical dates or for days already reported in the time/monthly report.
• An approved leave cannot be revoked directly. It is corrected in the monthly report by removing the whole period or individual days.
• Absence requests require an active employment contract. If a user has no active contract, the menu is hidden and they cannot create or list requests.