Fehlzeiten

Verwaltung → Planung → Fehlzeiten

This screen has three tabs:

Tab	Purpose
Kalender	A monthly grid of all employees. Record, move and approve absences.
Anträge	The list of absence requests. Approve and reject them.
Fehlerhafte Zeiten	Every problem the system has found with times — and the way to fix it.

Who may approve?

The “Verwaltung” role alone is not enough

Only these people may approve and reject:

• users with the Admin role, or
• the department lead of that specific person — someone registered as the lead of a department the employee belongs to.

The interface, however, shows Annehmen and Ablehnen to every Verwaltung user. If someone without the necessary permission clicks them, nothing at all happens in the Anträge tab — no error message, and the request stays at Beantragt.

If a request “refuses to be approved”: you are very probably not registered as the lead of the department in question. The Kalender tab at least shows an error message in that case.

Kalender

One row per employee, one column per day. Colored bars are absences.

Header row: the Abteilung filter, a search field, the month picker, Hinzufügen. On the left of each row: Mitarbeiter, available leave and the department.

Who is away and when — department filter, search, month navigation and printing the filtered view.

Colors and markers

A bar’s color comes from its Fehlzeitenschlüssel (absence code) and is freely configurable (Stammdaten → Fehlzeiten → Fehlzeitenschlüssel → Farbe). So “green” and “red” have no fixed meaning — your Mandant (your company in the system) decides that.

Marker	Meaning
Pulsing red dot	Beantragt — waiting for approval.
Grayed out, pale	Automatisch generiert — created by a Fehlzeitenregel (absence rule).
Red border	The entry you have just been linked to.

Working in the Kalender tab

The right-click is your main tool here. What the menu offers depends on the bar:

Right-click on	Entries
Empty space	Hinzufügen
A requested absence	Akzeptieren, Ablehnen, Löschen
A generated, active absence	Deaktivieren
A generated, deactivated absence	Aktivieren
Everything else	Löschen

Dragging across empty cells selects a range of people × days. Hinzufügen then takes that selection straight into the dialog. Dragging the edge of an existing bar moves or extends it — Speichern and Abbrechen then appear at the top.

Drag to select, the selection bar, the create dialog — the whole path in about a minute. The recording shows the German interface, as you will see it.

The request panel

The Urlaubsanträge panel sits on the right of the calendar. The Anträge button in the header shows and hides it; the red number next to it only appears when something is actually pending.

Clicking a request card marks the requested days in the grid, so you can see what you are deciding on. Akzeptieren turns it into a real absence and the dashed bar becomes solid. Decided requests drop to the bottom of the panel under Bearbeitet, carrying their status.

Requests sit in the month of the absence

The panel lists the requests of the month on screen — what counts is when the absence falls, not when the request was filed. Leave requested in July for August shows up in August.

Clicking the request marks the days; Akzeptieren turns it into an absence.

Generated absences cannot be dragged or deleted

Anything a Fehlzeitenregel has created can only be deactivated via Deaktivieren — you cannot move it and you cannot delete it. Deaktivieren is technically the same as Ablehnen.

To get rid of generated absences for good, change the rule under Stammdaten → Fehlzeiten → Fehlzeitenregeln.

Rejected absences disappear from the Kalender

A rejected request is no longer visible in the Kalender — it is hidden. Only rejected generated absences remain, shown as deactivated.

If a leave entry is “gone” after you rejected it: that is intended. You will find it again in the Anträge tab via the Abgelehnt pre-filter.

Recording an absence

Hinzufügen opens the request wizard:

Field	Required
Urlaubsart	yes — the type of absence.
Start / Ende	yes
Mitarbeiter	yes, at least one person.

The dialog is called “Fehlzeitenantrag”, but it creates no request

What you create here takes effect immediately — no approval, no red dot. The title is misleading. Real requests only come about when employees submit them themselves.

Only shared working days

Absences are only created on days on which all selected people work. If you pick people with different Wochenpläne (weekly schedules), the overlap can be empty — and then Erstellen stays disabled. Create the absences separately in that case.

Anträge

The list of all absence requests.

Column	Meaning
Mitarbeiter	Who submitted the request.
Von - Bis	The period.
Tage	Number of days.
Fehlzeit	The type.
Bemerkung	The note to the supervisors.
Genehmiger	Who approved.
Angelegt	When it was submitted.

The Status pre-filter is set to Beantragt — that is, to what needs your attention. Further options: Abgelehnt, TeilweiseAkzeptiert, Akzeptiert.

Context menu: Annehmen, Ablehnen, Details (jumps to the Kalender and marks the entry in red).

Only the current calendar year

This tab shows requests from the current year only, and there is no year picker. A request submitted in December for January does still appear — but you will not see next year’s requests until the year has turned.

Two-step approval

If the Stufenverfahren (the two-step procedure) is active in your Mandant, a request needs two different approvers.

After the first approval nothing seems to happen: the request stays at Beantragt, only the Genehmiger column fills in. That is correct — the second signature is missing. Having the same person click a second time does not help.

Ablehnen always works in a single step: one person alone can reject.

Hinzufügen creates a request for YOU

The Hinzufügen button in this tab opens a request for the logged-in user — not for a person you have selected. To record an absence for someone else, use the Kalender tab.

Fehlerhafte Zeiten

This list is your daily worklist: everything the system objects to about times.

Column	Meaning
Personalnummer, Mitarbeiter, Abteilung	Who it concerns.
Beschreibung	What the problem is.
Datum	Which day.
Minuten	How large the deviation is.
Klasse	The kind of problem.

The Klasse tells you what to do:

Klasse	Meaning	Fix
PZE	Open or missing Personalzeiten, or Soll > Ist.	Add the Personalzeit, or record an absence.
AZE	Too little attendance distributed across orders.	Book Auftragszeiten afterwards.
Mehrarbeit	Non-evaluated time above the threshold.	Set Mehrarbeitsfreigabe — if that is what you want.

The + expands the details of the day: evaluated and non-evaluated Personalzeiten, Auftragszeiten, and a Tagesauswertung öffnen button.

Context menu: Personalzeit → Hinzufügen, Personalzeit → Mehrarbeitsfreigabe, Fehlzeit → Hinzufügen, Sonstiges → Tagesauswertung öffnen.

Once you have fixed it, the row disappears immediately — the list reloads on its own.

Today is never checked

The list only goes up to yesterday. Today’s bookings are usually still incomplete — people are still at work, after all. So do not be surprised that the current day is missing.

The period checked starts with the month after the last Monatsabschluss (month-end close). Older errors no longer show up here.

Understanding the Urlaubskonto

The Verf. Urlaub value in the Kalender is worked out like this:

1. The starting point is the Jahresurlaub from the employee master data.

2. If a closed month exists, the frozen leave balance held there is used instead.

3. From that, all absences after that month are deducted, provided their Fehlzeitenschlüssel affects the Urlaubskonto — whole days or half days, depending on the code’s Ausgleichsart.

4. Manual corrections (transfers onto the Urlaubskonto) are added.

5. If a Jahresurlaubs-Monat is configured and has passed, the annual leave entitlement is added again.

Requested leave is already deducted

A request reduces Verf. Urlaub while it is still at Beantragt — that is, before it has been approved. Only rejected absences do not count.

The value shown is therefore “leave remaining if everything requested gets approved” — not “freely available today”.

The value is anchored to the last close

Verf. Urlaub is anchored to the last closed month, not to today. If the Monatsabschluss is run rarely in your company, the value is the raw annual entitlement minus the absences recorded since.

Absences ignore the month lock

Unlike Personalzeiten and Auftragszeiten, absences and requests do not check whether the month is closed. They can be created, moved and deleted in a closed month too.

The frozen month result does not change as a result — but the leave balance can drift apart. Treat closed months as off limits here as well.