How to view absences by type and by employee

What is it for?

It shows how many days of absence there were, of what type and by whom, to prepare a meeting, answer a question or check what goes into payroll. These reports only read: they do not approve or change anything.

When to use it?

• You want to know how many days of holidays or absence there were in the year, by type.
• You want to see an employee's absences, month by month.
• You want to see on a calendar who is away each week.

Where to find it?

In People › Review: Absences by type, Time off by worker, Time off overview and Time off balance. If the Review menu does not fit in the bar, it is under +.

Before you start

The profile is Administrator: only it sees these four reports. The steps were done in full with that profile. The HR manager only has the Skills inventory in Review. To see absences, it uses People › Leave and absences › Absence requests and Holiday map.

How to use it

See absences by type

Open People › Review › Absences by type. The chart shows, for each type, the days of Allocation, of Absence and the Balance, with the filters To Approve or Approved Requests and Type already chosen.

To see the records, choose the List view, in the top right corner. Absences appear with negative days and allocations with positive days, so the total for a type is the balance (in the example, Annual holidays: 11 records, 140.00 days).

See absences by employee

Open People › Review › Time off by worker. The table has one line per employee and, underneath, per type, with one column per month and the Total. It opens filtered on Start Date: 2026, the current year.

Only absences are included here, without allocations, and the days are positive.

See absences on a calendar

Open People › Review › Time off overview. The All Time Off calendar opens on the current month. Change month with the arrows. The right-hand column has the employees, to switch each one on and off, and the Legend: Approved, To Approve, Refused and the month's Public Holidays.

See the balance

People › Review › Time off balance shows, by employee and by type, the Number of Days and the Number of Hours, with the filter Period: 2026. To schedule holidays and follow the balances day to day, see How to schedule the year's holidays and follow the balances.

Expected result

In the demonstration, with absences between June and August 2026, Time off by worker gives 11.00 days in June, 12.00 in July, 30.00 in August and 53.00 in total. Each line matches the approved requests in Absence requests.

Important notes

• The reports count requests, not what was processed. To know what goes to payroll, use How to close the month's absences for payroll.
• Filters change the numbers. Absences by type combines requests waiting for approval with approved ones. If you only need the approved ones, change the filter before using the number.
• Do not confuse it with the legal balance. These totals do not say whether the employee is entitled to the holidays. For the balance, use Time off balance.
• Reasons and health data. Absence types can reveal a health reason. Do not share screenshots or exports of these reports unnecessarily.

Common problems

I do not see the reports in Review

• Symptom: in People › Review only the Skills inventory appears.
• Cause: your profile is not Administrator.
• What to do: use Leave and absences › Absence requests and Holiday map, or ask an Administrator for the numbers.

The totals do not match between the reports

• Symptom: Absences by type gives a different value from Time off by worker.
• Cause: the first also shows allocations and balance, and the second only absences in the chosen year.
• What to do: on the chart, read only the Absence bar, and confirm the same period in both.