Main problem
Who is absent? Nobody knows for sure.
Teams often see too late who is on vacation, sick or otherwise absent at the same time. Cover is organized at short notice and decisions are based on incomplete information.
Absence planner
Keep every absence in view
Submit vacation requests digitally, include approvers automatically and always see who is available when.
When vacation planning becomes extra work
Vacation planning rarely fails because of vacation. It fails because of missing overview.
In many companies, vacation requests still run through informal messages, email, Excel or individual people. That works somehow until several employees are absent at the same time, cover is unclear or nobody knows whether a request has already been approved.
Requests disappear in inboxes
Who submitted a request? Who has to approve it? What has already been approved?
Cover is clarified too late
Shortly before an absence begins, teams notice that important tasks have not been handed over clearly.
Manage requests
Manage vacation requests transparently
Employees submit their request directly in qmBase. Available days, substitutes and approvers remain visible on the request, so everyone involved can track the status.
Request
Submit vacation digitally
Capture absence type, period and substitute directly in the request.
Check
See available days
Vacation balance and remaining days stay transparent while the request is created.
Approve
Track approval status
Open, approved, rejected or withdrawn remains traceable at all times.
Cover
Include substitutes automatically
Defined substitutes are included directly in the workflow.
From request to approval
A request automatically becomes a clear workflow
After submission, approvers and substitutes are notified automatically. The request remains open until the responsible people have decided. Afterwards, the absence is visible in the calendar.
Informal requests become a clear process
The request is not stuck in a single message. Responsible people, status and decision are visible directly on the request.
Notifications reduce follow-up questions
Approvers, substitutes and applicants are included automatically, so nobody has to ask manually for the current status.
Clear responsibilities
Approvers, substitutes and applicants are visible directly on the request. Responsibilities remain traceable.
Approval process
From request to visible absence
openapproved
1
Create request
2
Define cover
3
Collect approval
4
Visible in calendar
Team availability
See when absences overlap
Identify early when several employees are absent during the same period. Cover can be planned in time and bottlenecks can be avoided before they affect daily work.
Make critical periods visible
Multiple absences in the same period become visible immediately in the team calendar.
Plan cover in time
Teams see early when responsibilities have to be handed over.
Team calendar
August to November
Aug.Sep.Oct.Nov.
Anna Keller
Vacation
Max Berger
Training
Sophie Neumann
Cover
Tobias Schulte
Open
Rules in the background
Simple for employees. Flexible in the background.
Employees see a simple request. Absence types, vacation balances, public holidays and company rules are considered in the background without making the request unnecessarily complicated.
Define your own absence types
Map vacation, sick leave, special leave or company-specific absences in a way that fits your organization.
Manage vacation balances automatically
Remaining vacation, carryovers and available days stay traceable without separate Excel lists.
Apply rules automatically
Public holidays, company shutdowns and vacation rules are considered automatically during request creation.
Every absence in view. Without Excel. Without follow-up questions.
Digital requests, clear approvals and team availability visible at all times.