Profile configuration: Absence incidents

Start from: The Workforce module.

Select Configuration > Employee APP from the main menu.

On the Profiles tab, you can see the list of profiles already created.

Select the profile you want to edit.

In the pop-up window, begin editing the Absence incidents section by enabling the corresponding checkbox.

By enabling it, you will give employees access to request previously defined absence incidents. See Configure validation rules for absence incidents.

Note: To enable this configuration, it is necessary to contact the Onboarding Consultant or the Customer Success Manager.

Configure validation rules for absence incidents

How validation rules work

The system runs validation checks at three points during incident creation or editing: when the user selects the absence type, when the user chooses the start and end dates, and when the user attempts to save the incident. Rules are configured per absence type and can take into account employee profile, category, and gender. When a rule is not met, the system blocks the save and displays a message explaining why.

Contact your Customer Succes Manager to enable or adjust the rules described below.

Validation rules

The following rules can be enabled and configured individually for each absence type.

Rule 1: Limit incidents of the same type within a period

Prevents employees from exceeding a maximum number of incidents of the same type within a configured time window.

What you configure:

Maximum allowed (n): the number of incidents permitted.
Time period: the window in which the limit applies (for example, 30 days).

Example: "Personal leave" is limited to a maximum of 1 every 90 days.

Rule 2: Permitted days of the week

Restricts which days of the week can be selected when choosing dates for the incident.

What you configure:

Permitted days: select from Mon, Tue, Wed, Thu, Fri, Sat, Sun.

Example: "Training" can only be requested from Monday to Friday.

Rule 3: Consecutive incident restrictions (compatibility)

Controls whether a new incident can be created immediately before or after the employee's most recent incident, based on compatibility between absence types.

What you configure:

Compatibility rules between types: set each pair as permitted or not permitted.

Example: "Holiday" is not permitted immediately after "Sick leave type X".

Rule 4: Incident must be consecutive to a rest day

Requires that an incident can only be created immediately before or after a rest day period, with no gap in between.

What you configure:

Requires consecutive rest day: mark the absence type as requiring an adjacent rest day.
Permitted direction: before, after, or both.

Example: "Special absence" can only be created next to a rest day.

Rule 5: Minimum and/or maximum days per incident

Validates that the selected date range falls within the configured minimum and maximum number of days.

What you configure:

Minimum days.
Maximum days.

Example: "Moving leave" requires a minimum of 1 day and a maximum of 2 days.

Rule 6: Mandatory document (attachment)

Requires the user to upload at least one document before saving the incident.

What you configure:

Requires attachment: Yes or No.

Example: "Sick leave" requires a medical certificate to be attached.

Rule 7: Mandatory code with pattern

Requires the user to enter a code that follows a specific format (regex pattern).

What you configure:

Mandatory code: enable or disable.
Permitted pattern (regex): define the required format.

Example: A code such as "rt897654" must follow the pattern: 2 letters + 6 digits.

Rule 8: Minimum seniority restriction

Prevents incident creation if the employee does not meet a minimum seniority requirement, calculated from their most recent employment start date.

What you configure:

Minimum seniority: value in days or months.
Date source: start of the employee's most recent employment period.

Note: This rule does not restrict which dates can be selected in the calendar. It blocks the creation of the incident entirely if the seniority requirement is not met.

Example: "Leave type X" is only available to employees with at least 90 days of seniority.

Rule 9: Gender restriction

Filters the absence type dropdown so that employees only see absence types that apply to their gender, along with any absence types that are not restricted by gender.

What you configure:

Applicable gender(s) per absence type.

Example: "Maternity leave" is available only to gender A; "Paternity leave" only to gender B; "Holiday" is available to all.

Rule 10: Block creation on public holidays

Validates whether the selected dates fall on configured public holidays and blocks the incident if they do.

What you configure:

Holiday calendar: by country, region, or business unit.
Validation method: start/end dates only, or any day within the range.

Example: Absence incidents cannot be registered on national or regional public holidays.

Rule 11: Restriction by employee field value

Allows incident creation only during a period that matches a specific field on the employee's profile.

What you configure:

Employee record field to use (for example, date of birth).
Condition (for example, "same month").
Affected absence type (for example, "Birthday day off").

Example: "Birthday day off" can only be created during the month of the employee's birthday.

Rule 12: Restrict selection to a specific date range

Limits the dates available for selection to a configured range.

What you configure:

Minimum permitted date.
Maximum permitted date.

Example: "Christmas campaign" can only be selected between 1 and 31 December.

Rule 13: Limit incidents of the same type per calendar month

Validates how many incidents of the same type exist in a given calendar month (January, February, etc.) and blocks creation if the limit is exceeded.

What you configure:

Monthly maximum: the number of incidents allowed per calendar month.

The calendar month is always based on the standard calendar.

Example: "Personal leave" is limited to a maximum of 1 per month.

Rule 14: Incidents by employee category

Filters the absence type dropdown so that only absence types associated with the selected employee's category are displayed.

What you configure:

Available categories (for example, Operator, Supervisor, Manager).
Permitted categories per absence type: define which categories can use each absence type.

Example: Certain absence types are only available to employees in the "Operator" or "Supervisor" category.

How validation is applied

The system runs validation checks at three points during incident creation or editing:

Select the absence type.
Choose the start and end dates.
When you attempt to save the incident, if any rule is not met, the system blocks the save and displays a message indicating the reason.

View all employee absences

Start from: the Mapal Manager dashboard.

Select Absences from the menu.

Review the absences overview

The Absences screen displays a summary for the current date, showing totals for Holidays, Sick leaves, and Other absences with their percentages. Below the summary, a list of business units shows the absence breakdown for each unit across the same categories.

Select the floating action button (...) to access:
- Create absence: record a new absence on behalf of an employee. See Create a new absence.
- Parameters: filter the view by Analysis type and Business unit, set a Date, and filter employees by Category and Contract.
- Filters: narrow the list by Business unit, Brand, Company, Country, or Region.
- Group by: organise the list by Business unit, Workstation, Category, or Contract.

Open a business unit

Select a business unit from the list to view its absences for the selected date.

The business unit view shows a daily summary of Working, Holidays, and Sick leaves with their percentages, followed by a list of employees and their current absence state, such as Working, Holidays, Maternity, or Common illness.

Select the floating action button (...) inside the business unit view to access:
- New absence: create a new absence for an employee in this unit. See Create a new absence.
- Filters: filter the employee list by absence group and absence type.

Select an absense entry from the list to see aquick action menu that allows you to Edit, Deny, Approve, View details, Mark or Unmark as reviewed, or Delete that absence.

Open an employee's absence record

Select an employee from the list to view all their absences. The employee view shows a list of all recorded absences, each displaying the absence type, start and end dates, and duration in days.

Select the floating action button (...) to access New absence and Parameters, where you can filter by Absence group, Absence, Period (This week or Custom), and Status (Requested, Created, Approved, Denied, Reviewed).

View absence details

Select View details from the quick action menu to open the Absence detail panel.

The panel displays the business unit, employee name, absence type, start and end dates, total days, and end date confirmation. The status is shown as a badge at the top: Requested, Approved, Reviewed, or Declined.

The panel includes four tabs:

Data: full absence information with Decline and Approve actions available for pending requests.
Documentation: any attached files or certificates.
Comments: notes added to the absence.
History: a log of actions taken on the absence.

Create a new absence

Start from: the Mapal Manager dashboard.

Select Absences from the menu.
Select the floating action button (...).

Select Create absence.

Complete the absence form

The New absence panel opens with three tabs: Data, Documentation, and Comments.

Data

Complete the required fields:

Concept: select the absence category.
Business Unit: select the relevant business unit.
Employee: select the employee the absence applies to.
Absence type: choose the specific type of absence (for example, Common Illness or Holiday).
From: select the start date.
To: select the end date.

Depending on the absence type selected, additional fields may appear under Sick leave data, including End date confirmed, Hospitalisation, Replacement, Relapse, and Renovation.

Note: Some fields are mandatory before the absence can be submitted. If you do not have permission to create absences for certain dates, a warning will appear on the relevant field.

Documentation

Select Take a photo or Attach file to upload supporting documents such as medical certificates.
Supported formats are PNG, JPG, JPEG, PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, and CSV, with a maximum file size of 10 MB per file.

Note: You can attach a maximum of 10 files. If your operator's total storage reaches 3 GB, you will need to remove files before adding new ones.

Comments

Add any optional notes or context in the Comment field.

Submit the absence

Select Create to submit the absence.

If successful, a confirmation message appears and the absence is recorded in the system. The entry will be visible in the Absences list for the selected business unit.

Note: If the absence is created with a Pending status, it can later be approved or declined. If created as Approved, the employee's availability updates immediately. You may then need to adjust staffing plans or create an open shift request if cover is needed.