Overview
This article introduces the enhanced absence management features in CrewCenter for both Web and Mobile platforms. It explains how different user roles - Admin, Supervisor and Employee - can manage absences, view balances and what changes when absence reporting is disabled for your tenant.
General information
- Future absences can be created both in the mobile app and on the web
- Work entries, however, can only be recorded for today or past dates
- Absences can be entered for any future period - for example, holidays that employees typically plan in advance
- Admin can choose to exclude certain Absence types, like Private appointments, from totals and working time
Absence Management Features and Roles
Roles: Admin, Supervisor | Interface: Web
Admins:
Define absence types that use a yearly balance (e.g. “Vacation 2026”)
Set limits for allowed time off and assign them to selected employees or groups
Can create or edit absences even if balances are low or limits are exceeded. The create/update button stays enabled
Decide if comments for a given absence type are required, optional or not allowed
Configure absence settings (available only on Web)
When selecting multiple employees, admins see all assigned absence types, including those with limits. Limits are treated as guidance, not a hard stop for admins
Admins can exceed absence limits when creating or editing absences, both for single and multiple employees
Note: For bulk actions with limited absences, admins see a red warning:
“You selected multiple employees, who might have varying or not enough remaining balance. Check the Employee Dashboard for more info.” This informs, but does not prevent, completing the action.
Employee Dashboard
A widget displays details about absences per user and type, highlighting:
Amounts already taken (before reference date)
Planned (after reference date)
Pending (not yet approved)
Available (limit minus taken and planned)
Total limit
Absence Reporting Disabled: What Happens?
If absence reporting is disabled for your company or tenant in CrewCenter:
Users cannot create new absences (past, present, or future) on Web or Mobile
The Absence tab and Absence buttons are hidden or disabled in:
Mobile: Add time report flows (Crew, Timesheets, Quick Actions)
Web: Timesheets views
Existing absences remain visible for history and exports, but new future absences cannot be added
If you do not see the Absence option, it usually means absence reporting is disabled for your tenant Contact your Admin for guidance
How to manage Absences on the Mobile App
Roles: Admin, Supervisor, Employee | Interface: Mobile
For Employees:
To add an absence for today, open the Mobile App and tap "Report absence"
Select the Absence type
Activate the toggle for a full day absence, or enter start and end times for part-day absences
Confirm by tapping "Report absence"
Alternatively:
Go to the Timesheets tab
Select the day
Tap Add time entry
Choose Absence
Specify type and duration, and confirm
To edit an existing absence
Select the day in Timesheets
Tap the three dots next to the absence
Additional information:
Employee can only create the absence when selected days are within the available balance.
For single employee, when a limited absence is selected, the app shows the employee’s remaining balance.
When user reports an Absence the Live tracking is forbidden and user sees below screen:
For Admins and Supervisors:
Follow the same steps as Employees
After selecting the day, choose the employee for whom you want to add or edit an absence
Additional information:
Days with absences are marked with an "x" icon in the Crew and Timesheets tabs
Approved or locked absences cannot be edited
If absence reporting is disabled, the "Report absence" button or Absence tab may be hidden, and new absences cannot be created from Mobile
Supervisors can only create the absence when selected days are within the available balance
Admins can always create the absence, even when exceeding the limit
How to manage Absences on the Web App
Roles: Admin, Supervisor | Interface: Web
Supervisors and Admins can manage absences in the Web App.
To add or edit absences:
Open the Timesheets tab
Select the week for an employee on the top right corner
Click on the selected day to view the summary of time entries and absences for that day
Edit absences by clicking the three dots next to the absence
Click update to save changes
Additional information:
You can only report a full day absence if there are no other time entries or absences for that day
If absence reporting is disabled, the Absence option will not be available, and new absences (including future absences) cannot be created on Web
Admins can always create or edit absences, even if the yearly limit is exceeded
Future days cannot be locked and only full-day absences can be registered for future dates (Web only).
"Excluded" absence type do not count to the working time
When absences are excluded from working hours, a dark grey cross appears on the Timesheet day.
When absences are included in the working hours, a red cross appears on the Timesheet day.