The process stays as it is
The report comes in by email, the team lead's approval goes out by email — just as it already works in most companies. Nobody has to learn a new tool, there is no self-service portal.
Absence Assistant
Leave and sick notes: reported once, entered everywhere
Holiday requests and sick notes arrive by email — and then the manual work starts: updating the resource plan, maintaining the calendar, setting the out-of-office note, informing the payroll office. The Absence Assistant takes this over: it receives the reports, obtains the team lead's approval for leave by email and warns them when absences in the team overlap. Approved absences are entered everywhere.
The difference
What sets the Absence Assistant apart
Overlaps get noticed beforehand
The team lead is supposed to check who else is away at the same time — in practice it rarely happens, and it keeps causing problems. The assistant checks every request against the team's planned absences and warns the team lead right in the approval request.
No system gets forgotten
An absence belongs in the resource plan, the Outlook calendar and the out-of-office note — sick leave additionally goes to the payroll office. The assistant enters it everywhere; nothing is left undone.
How it works
From report to recorded absence
- 1
Receive the report
A holiday request or sick note arrives by email — at a central address or, as usual, with the team lead.
- 2
Check and obtain approval
For leave, the assistant checks for overlaps with other absences and sends the team lead the approval request by email — with a warning and recommendation when things get tight. The decision stays with the team lead.
- 3
Enter in plan and calendar
The approved absence lands in the resource plan and the Outlook calendar — visible to everyone who plans.
- 4
Set the note, send the report
The email out-of-office note is set; sick leave is reported to the payroll office.
The result
Absences everyone can rely on
An up-to-date resource plan
Every approved absence is entered — who is away when, in one place.
Maintained Outlook calendars
Absences show up in the calendar — visible to everyone planning meetings and assignments.
Out-of-office note set
The email out-of-office reply is in place before the first day of absence.
Payroll office informed
Sick leave is reported without anyone having to remember.
Leave balance always current
How many vacation days everyone has left is available at any time, always up to date — no recalculating.
Warned in good time
Depending on your carry-over rules for the next year, the assistant sends information and warnings in good time — so leave is taken in time and doesn't expire.
Trust & privacy
Handled with care, clearly governed
Sick notes aren't for everyone
Health-related reports are sensitive. They stay within your Microsoft 365 environment, and only those who need to see them do.
People decide
Leave is approved by the team lead, not by the AI. The assistant checks, warns and prepares — the decision stays with a person.
Fully traceable
Every report, approval and entry is documented — who reported and approved what, and when.
Cost
Only what you actually use
Billed by actual usage — per processed report, not per seat. No licence per head, no base fee for sitting idle.
Shall we show it on your absences?
We set up the Absence Assistant in your environment and demonstrate the value on real reports.
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