​How to book absences for multiple employees at once.

In the coming weeks, you may need to enter "Force majeure due to the coronavirus” for a number of your employees. You can now easily enter absences for multiple employees at once by using the team ca…

Updated 4 years ago by Chris Storms

​Approval of leave cancellations

You can select whether to allow employees to cancel leave or not and, if so, whether such cancellations must be approved. To adjust these preferences go to Organsiation > Settings absences. Remember,…

Updated 3 years ago by Chris Storms

How do I export calendar data from HR Selfservice?

Click on 'Send to Payroll' in the top right corner. Once the process is complete, the calendar data will be ready for Payroll processing.. Open the Payroll application.. Click on 'Import time registr…

Updated 3 years ago by Maarten De Puysseleir

How do I apply for a day's leave?

Go to 'Personal calendar'. . Select the day(s) on the calendar.. The selected days will turn light yellow. . Click on 'Request' under the calendar on the right. . Select ‘Request absence’ from the li…

Updated 3 years ago by Maarten De Puysseleir

How do I change public holidays, bridging days or other collective closure days?

For Payroll employees, this has to be done in payroll. For non-Payroll staff (external): These planning calendars are typically used for external staff who are not managed in Payroll. Only these plan…

Updated 3 years ago by Maarten De Puysseleir

How can I apply for a longer period of leave?

Go to 'Personal calendar'. . Use the mouse to select the days (you can drag to make a consecutive selection). . Click on 'Request' on the bottom right corner. Click on ‘Submit’ on the pop-up window ‘…

Updated 3 years ago by Maarten De Puysseleir

How can I view a work schedule?

Go to 'Company'. . Click on 'Work schedules'.. Select the work schedule you want to view in the top left corner. .

Updated 6 years ago by Maarten De Puysseleir

How can I change an absence type?

Go to 'Organisation'. . Select 'Absence settings'.. Move the mouse pointer to the absence type. . Click on the pen icon. . Make the necessary change in the pop-up screen. . Click on 'Save' to keep th…

Updated 3 years ago by Maarten De Puysseleir

The leave card/calendar is dark grey and shows the message 'No work schedule available'?

Make sure that the employee has an active work schedule. The work schedules of Payroll employees are managed in Payroll. Any updates to these work schedules are automatically uploaded to HR Selfservi…

Updated 3 years ago by Maarten De Puysseleir

How do I add a work schedule?

Payroll employees You can use Payroll to adjust the work schedule of employees who are managed in Payroll. The change will be automatically processed in HR Selfservice Absences by running 'Check for…

Updated 3 years ago by Maarten De Puysseleir

Preparing HR Selfservice for next year

Preparing the coming year in HR Selfservice Absences takes 3 easy steps Step 1: Update the bank holidays / annual planning for next year Step 2: assign leave rights for next year In this step you wil…

Updated 1 month ago by Chris Storms

How can I view an employee's leave entitlements?

You can do this in two ways: Method 1: Go to 'Employees'. . Select the employee from the list on the left. . Click on 'Settings'. . Select the 'Leave rights' tab. . Method 2: Go to 'Employees'. . Sel…

Updated 3 years ago by Maarten De Puysseleir

How do I know what the different calendar colours mean?

Move the mouse pointer to the day in question. . The pop-up shows you the type of leave, how much was requested and what was originally on the calendar for that day. .

Updated 6 years ago by Maarten De Puysseleir

How can I view last year's or next year's calendar?

Go to 'Employees'. . Select an employee from the list on the left. . Go to 'Personal calendar'. . You can change the year in the top right corner.. The current calendar year is displayed by default.

Updated 6 years ago by Maarten De Puysseleir

An employee is unable to request a certain absence.

The ability or inability to request an absence is determined by two things. Does the absence require a counter? The employee may not have this counter or it has already been used up. . Can the absenc…

Updated 3 years ago by Maarten De Puysseleir

How can I check the settings of the absence types?

Go to 'Organisation'. . Select 'Settings absences'. . Click on the absence type for which you want to check the settings. . The pop-up shows you all the information on the chosen absence type. .

Updated 3 years ago by Maarten De Puysseleir

How can I get an overview of the leave balances of several employees?

Go to 'Reporting'.. Click on 'Balance'.. Select a department. . Select the year for which you want to run the report. . Use 'Select codes' to select the absences you wish to include in the report. .…

Updated 6 years ago by Maarten De Puysseleir

How can I create an absence report?

Go to the 'Reporting' tab.. Click on 'Absences'. . Enter 'From' and 'To' dates for the report. . If necessary, filter by: . Department . Code (absence type) . Status (requested, approved, rejected an…

Updated 6 years ago by Maarten De Puysseleir

How can I add, change or remove leave entitlements for an employee?

* Go to 'Employees'. * Select an employee from the list on the left. * Go to 'Settings'. * Click on the 'Leave rights' tab. * Select the year for which you want to grant leave entitlements in the top…

Updated 3 years ago by Maarten De Puysseleir

I have added a suspension for an employee in Payroll. If I now retrieve Payroll updates, the old work schedule remains. Why is this?

A suspension entered in Payroll must be confirmed to SD by the payroll officer. As long as this has not happened, there can be no changes to the work schedule. Once your payroll officer has confirmed…

Updated 6 years ago by Maarten De Puysseleir

How can I get an overview of the rejected requests?

Go to ‘Reporting’ tab. Click on ‘Absences’. Select ‘Refused’ on the ‘Statuses’ list.

Updated 3 years ago by Maarten De Puysseleir

How can I make sure that absences are requested in days or hours?

An absence type that is set in days cannot be converted into hours or vice versa. You need to create a new absence type for this (see ' How can I add an absence type? ').

Updated 3 years ago by Maarten De Puysseleir

I want to request a holiday and I have enough days left, but still I can't take them

If you still have remaining leave of a certain type, but can't request it for the desired period, check the details of your leave balance. Your leave right may be limited to a certain period. Go to '…

Updated 3 years ago by Maarten De Puysseleir

How can I view the team calendar for a previous or future month or year?

Go to 'Employees'. . Click on your own name. . Select 'Team calendar'. . Select one of the teams the employee belongs to. . Select the desired month and year in the top right corner. . By default, th…

Updated 6 years ago by Maarten De Puysseleir

How can I view another department's team calendar?

Go to 'Employees'. . Click on your own name. . Select 'Team calendar'.. Filter by department if necessary. . Note: To view a team calendar, you must meet certain conditions. You can only select teams…

Updated 5 years ago by Maarten De Puysseleir

How can I add an absence type?

This option may only be used if: the same absence type is required for hours when it has already been defined for days, or vice versa; . the same absence type is required with a different definition.…

Updated 3 years ago by Maarten De Puysseleir

How can I request or remove a day's leave in the team calendar?

To request a day’s leave: Select the day on the team calendar. Click on ‘Request’ in the bottom right corner. Select ‘Absence request’ on the menu -> this will open the ‘Leave request’ pop-up window.…

Updated 3 years ago by Maarten De Puysseleir

How do I remove a collective leave schedule/planning calendar?

There are two types of planning calendars: Planning calendars of Payroll employees These planning calendars are used for the employees managed in Payroll and can only be managed in Payroll ('Main pag…

Updated 3 years ago by Maarten De Puysseleir

How can I ensure that a certain absence type can only be entered by a manager? How do I determine who is allowed to request which absence? How do I determine who can use which absence type?

You can set a 'minimum role' for each absence type. This means that you must fulfil at least a certain role to use this absence type on a calendar. The possible roles are administrator, approver, del…

Updated 3 years ago by Maarten De Puysseleir

How can I view my remaining leave balance?

Go to 'Employees'. . Select 'Personal calendar'. . Move the mouse pointer over the remaining leave in the top left corner. . You will see the remaining balances in the pop-up. If you click on the det…

Updated 6 years ago by Maarten De Puysseleir

How can I approve or deny leave?

Go to 'Employees'. . Select the 'Home' screen there. . Move your mouse pointer over one of the notifications with outstanding requests on the right side of the screen. . Click on 'Open'. . If necessa…

Updated 6 years ago by Maarten De Puysseleir

An employee wants to request a certain absence type, but is unable to select it.

The list of options only shows the absence types to which the logged-in user is entitled. These rights can be set by the administrator. There are three possible reasons why an employee does not see t…

Updated 3 years ago by Maarten De Puysseleir

How can I remove an absence?

Go to 'Organisation'. . Select 'Absence settings'. . Move the mouse pointer to the absence type. . Click on the recycle bin to remove it. . Note: You can only remove absence types if they are not bei…

Updated 3 years ago by Maarten De Puysseleir

How can someone request leave for someone else? How can I make sure that someone can no longer request leave for someone else?

Method 1: Go to 'Organisation'. . Select 'Roles'. . Click on 'Acting like someone else'.. To add someone: click on 'Add person'. . Select a department in the selection field next to the person and ti…

Updated 3 years ago by Maarten De Puysseleir

My employee is not given the same options as I am when they request leave. Why is this?

There can be several reasons why a leave entitlement is not in the drop-down list during a request. It is best to check a number of things. Go to 'Organisation'. . Select 'Absence settings'. . Find t…

Updated 3 years ago by Maarten De Puysseleir

How can I enable a deactivated absence again?

Go to 'Organisation'. . Select 'Settings absences'. . Click on 'Show deactivated codes' in the top right corner of the table. . Move the mouse pointer to the absence type. . Click on the circle arrow…

Updated 3 years ago by Maarten De Puysseleir

How do I add a new collective leave schedule/planning calendar?

There are two types of planning calendars: Payroll planning calendars . These planning calendars are used for the employees calculated in Payroll and can only be managed in Payroll ('Payroll' > 'Main…

Updated 3 years ago by Maarten De Puysseleir

How can I view someone else's calendar?

You can only do this if you can act as the other person. Go to 'Employees'. . Select an employee from the list on the left. . Select 'Personal calendar'. .

Updated 6 years ago by Maarten De Puysseleir

How can I view someone else's leave balance?

You can only do this if you can act as the other person. Go to 'Employees'.. Select the employee from the list on the left.. Select 'Personal calendar'.. You will see an overview of the remaining bal…

Updated 6 years ago by Maarten De Puysseleir

How can I change a requested day?

You can do this by removing the request and by making a new request. See also: How can I remove an absence? See also: How do I apply for a day's leave?

Updated 3 years ago by Maarten De Puysseleir

How can I grant leave entitlements to several employees at the same time?

Go to 'Organisation'. Click on 'Bulk edits'. Select 'Assign leave rights'. Click on 'Add leave rights' to add a leave right to the list or select 'Copy leave rights from…' to use the leave rights of…

Updated 3 years ago by Maarten De Puysseleir

How can I transfer leave to next year?

Go to 'Organisation'. . Click on 'Mass updates'. . Click on 'Transfer leave rights. . Select the year from which and the year to which you want to transfer leave rights in the top left corner. . Then…

Updated 3 years ago by Maarten De Puysseleir

How do I manage public holidays, bridging days and other collective closure days?

For Payroll employees Public holidays, bridging days and other collective closing days are allocated under the 'Company' tab and 'Planning' in Payroll. The changes you make to this type of planning i…

Updated 3 years ago by Maarten De Puysseleir

How can I change an employee's leave rights?

Go to 'Employees'. . Select the employee in the left-hand column. . Select 'Settings'. . Open the 'Leave rights' tab here. There you can change, remove or add leave rights.. You cannot remove a leave…

Updated 3 years ago by Maarten De Puysseleir

How can I view the status of my submitted requests?

Method 1: Go to 'Employees' > 'Home'. . An overview of all applications that have not yet been approved is shown under 'Requested'.. Method 2: Go to 'Employees'. . Click on 'Personal calendar'. . Sha…

Updated 6 years ago by Maarten De Puysseleir

How can I enter the leave entitlements for next year?

Go to 'Employees'. . Select an employee from the list on the left. . Go to 'Settings'. . Click on the 'Leave rights' tab. . Select the next year from the drop-down list. . Click on 'Add leave right'.…

Updated 3 years ago by Maarten De Puysseleir

How to prevent workers from cancelling their leave in HR Selfservice ?

You can prevent workers from cancelling their approved leave in the future. Past leaves can never be cancelled by a worker. Go to 'Organisation'. Select 'Settings absences'. Click on the Edit icon of…

Updated 3 years ago by Chris Storms

Add your HR selfservice calendar to another calendar application.

This article explains the steps required to add your HR Selfservice calendar URL into another calendar application. Please refer to this article on how to obtain the URL. Outlook 2010 / 2013 / 2016 /…

Updated 3 years ago by Chris Storms

Display your HR Selfservice calendar in another calendar application.

You can easily show the absences booked in HR Selfservice in another calendar application such as Outlook or Google Calendar. This is possible with both a personal and a team calendar. Changes made i…

Updated 3 years ago by Chris Storms

Manual : how to approve leave?

Updated 3 years ago by Chris Storms

School holidays on your calendar

When planning your vacation, do you often wonder when the school holidays fall? We have solved that in HR Selfservice. From now on you can also display the (Belgian) school holidays in HR Selfservice…

Updated 3 years ago by Chris Storms

Restore deleted collective leave

Restoring a deleted collective day (e.g. a bank holiday) on a worker's calendar just became a lot easier. See how much easier in the video below..

Updated 4 years ago by Chris Storms

Leave rules

HR Selfservice allows you to determine the order in which leave should be taken. Think of it as a priority rule. When you use a leave rule, your employees no longer request individual types of leave…

Updated 2 years ago by Chris Storms

Statutory leave: hours or days?

HR Selfservice itself does not calculate the number of days' statutory leave to which an employee is entitled. The general rule is that an employee is entitled to four weeks' statutory leave accordin…

Updated 5 years ago by Chris Storms

School holidays in HR Selfservice.

When planning your vacation, do you often wonder when the school holidays fall? We have solved that in HR Selfservice. From now on you can also display the (Belgian) school holidays in HR Selfservice…

Updated 3 years ago by Chris Storms

Consult your private calendar in HR Selfservice.

From now on you can also consult your private calendar (from Outlook or Google, for instance) in HR Selfservice. This makes it even easier to plan your holidays. Your private calendar is of course on…

Updated 3 years ago by Chris Storms

What is an observer?

The observer role is a read-only role that allows someone to consult the team calendar (including the details of the absences). consult the leave balances (from the team calendar). generate reports..…

Updated 4 years ago by Chris Storms

Manual : how to request an absence

Updated 3 years ago by Chris Storms

How do you configure Home Working in HR Self Service?

You have two options, depending on how you want Home Working to affect remuneration and any possible benefits. Option 1: Home Working has no impact on salaries or other benefits. In this case, the se…

Updated 3 years ago by Chris Storms

How do I enable a certain type of absence to be visible in the team calendar?

By default, employees in the team calendar only see whether a colleague is present or absent. The reason (holiday, illness, minor leave) is not shown by default. As administrator, approver or observe…

Updated 2 years ago by Chris Storms

Easily switch between layouts on the request screen

Updated 4 years ago by Chris Storms

How do I add an external calendar for all employees?

Go to the Organisation tab. Choose General Settings. Click on Add company calendar under Additional calendars. Where can I find my calendar address?

Updated 3 years ago by Chris Storms