Apps and devices
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      1. Internal FVM-Knowledge-Base
      2. Internal operations
      3. Apps and devices

      Absences and Vacation in Vacation Tracker

      What is Vacation Tracker and how do we use it?

      Basics

      - Vacation Tracker is a tool for tracking and managing vacation and absences 🏝️

      - Harvest covers internal and external time tracking - will continue to be used ⏰ For urgent questions, use Slack 💬

      Setup

       

      Setup Vacation Tracker

      Log into Vacation Tracker with Slack Check if Vacation Tracker is installed on Slack

       

      Setup Google Calendar

      Add the absence calendar in Google Access the link and add another calendar via the URL 📅

      FVM Team Link Rename calendar to Vacation Tracker (FVM)

      Njiuko Team Link Rename calendar to Vacation Tracker (Njiuko)

      Types of Absences

      Overview of types of absences

      Type of Absence Description
      Paid Time Off Employee vacation from the vacation allowance
      Public Holidays German holidays 🇩🇪
      School / University Vocational school or university for our apprentices 🎓
      Sick Day Employee illness
      Business Trip Employee is on a business trip
      Special Leave Employee requests special leave
      Office Tesdorpfstraße When an employee wants to announce they are coming to the Tesdorpfstraße office, typically remote working

       

      The 5 How to's

       

      a) How to Vacation

      1. Vacation Tracker

        • Possibly coordinate with team/Team Lead
        • Submit request in Vacation Tracker
        • Obtain approval in Vacation Tracker (by Team Lead)
        • Set up out-of-office message
        • Set up out-of-office message in Gmail

      2. Harvest

        • Enter vacation day in Harvest
        • 8 hours for a full day
        • 4 hours for a half day

      b) How to Sick Day

      1. Vacation Tracker

        • Enter sick leave in Vacation Tracker by 9:30 AM
        • Post in Slack channel #general that you are sick. If you know until when, provide this information. Otherwise, provide daily updates in Slack channel #general
        • Hand over important tasks to colleagues if necessary

      2. Medical Certificate (AU)

        • A medical certificate / doctor's note is required by the 2nd day at the latest.
        • If a doctor's note is available, send an email to Claudia confirming that a doctor's note is available, including the dates of illness. If a paper AU is available, please attach it.
        • Subject: Sick leave with AU
        • Message: I am on sick leave from xx.xx.xxxx to xx.xx.xxxx
        • Electronic medical certificates (eAU) do not require an email attachment

      3. Set up out-of-office message

        • Possibly set up out-of-office message in Gmail

      4. Harvest

        • Enter sickness in Harvest
        • 8 hours for a full day
        • Hours for a half day

      c) How to Public Holiday

      1. Vacation Tracker

        • No action required
        • Set up out-of-office message
        • No action required

      2. Harvest

        • Enter public holiday in Harvest
        • 8 hours for a full day
        • 4 hours for a half day

      d) How to School / University / Business Trip

      1. Vacation Tracker

        • Submit request in Vacation Tracker
        • Approval automatic
        • Set up out-of-office message

      2. Harvest

        • Enter in Harvest
        • 8 hours for a full day
        • 4 hours for a half day