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How do I set up out-of-office mode?

This article explains how, in the event of a temporary absence – for example, during the holidays – you can set up an out-of-office reply and have relevant email notifications automatically forwarded.

Written by Nadine Mösch

Requirements

  • You need an active Dualoo login.

  • Only active HR-Managers can be selected as stand-ins.

  • The selected stand-in must not be absent themselves during the defined period.

Set up absence mode

  1. Click on the company name / your profile picture in the top right-hand corner.

  2. Activate ‘Absence mode’.

  3. Define the period of your absence, for example for your holiday cover:

    • Start date and start time

    • End date and end time

    • Cover

  4. Save the settings.

Please note:

  • The start time must be in the future and can be set no earlier than the next 15 minutes.

  • The end date must be after the start date.

  • A cover must be selected.

  • Deactivated employees cannot be selected as a cover.

  • Invalid entries are highlighted and cannot be saved.
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Planned absence

If the start time is in the future, absence mode is initially displayed as planned.
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Until the start time:

  • you will remain displayed as active under ‘Employees’,

  • no notifications will be sent yet,

  • and your absence will already be displayed in Dualoo as ‘Absent: Period’ when you are selected as a rater or responsible person

You can deactivate a planned absence at any time.

Active absence

As soon as the start time is reached, absence mode is automatically activated and displayed accordingly.
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During your absence:

  • an orange notification banner appears in Dualoo

  • your status is shown as ‘absent’ under ‘Employees’.

  • The start and end dates of your absence are visible in your status

  • Your absence is displayed in relevant jobs in Dualoo

  • Email notifications are sent directly to the designated deputy. As the absent person, you will also receive these in CC. There is a clear note about this in these emails.

The absence is taken into account, for example, for responsible, executing and rating persons, as well as when assigning people to process steps.

Example of an email notification with a note

Adjusting an active absence

Whilst an absence is in progress, you can:

  • adjust the end date / end time,

  • change the deputy.

The start time that has already passed cannot be adjusted.

Deactivate absence mode

You can deactivate absence mode at any time.

This will immediately terminate the absence:

  • the notification banner will disappear,

  • your absence status will be lifted,

  • and messages will no longer be forwarded to your cover.

Good to know

The designated cover must be active and available during the absence. If your cover is no longer available, designate another active HR-Manager.

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