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Absence requests

The Human Resources → Absence and Vacation Requests inbox gathers staff leave requests and their approval.

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Leave types

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Create a request

1

Click New Request

2

Select the employee, type, and date range

If the request is for a single day, you can check Half day.
3

Write the reason and save

The request stays Pending and the system calculates the days to deduct.
Requests also arrive from:
  • The mobile app, where each employee requests their own leave and vacation.
  • External systems (for example, an employee portal) through the External API.
  • The branch clock or the linked personal phone of the time clock: the employee identifies themselves with their PIN, without a user or session in FileXpress, and can create a request, see their requests with their vacation balance, and cancel pending ones. The PIN only works on an authorized device and the same lockout for incorrect PINs as in the time clock applies.
In every case they arrive as pending. Requests are not registered for inactive employees.

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Validations

A new or edited request is not saved if:

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How days are counted

The Days column shows the days the request deducts. They are calculated when it is created according to the counting configured in the country’s labor rules: Example: vacation from Monday, December 21 to Monday, December 28, 2026 (Friday the 25th is a holiday).
Calendar-day counting: from the 21st to the 28th is 8 days, even though it includes the weekend and Christmas.
Requests created before this calculation show the calendar days of the range.

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Half day

On single-day requests you can check Half day: it deducts 0.5 days and (half day) is shown next to the dates. With business-day counting, the day must be a workday for the employee.

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Approve or reject

Who approves
  • The company’s administrators.
  • The employee’s direct manager (Manager field in their record).
  • No one can approve or reject their own request, even if they are an administrator.
Each user only sees and manages requests from the companies they have access to.

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Notifications

FileXpress notifies through system notifications (web bell and app notifications):

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Vacation policies

In Human Resources → Vacation Policies you define how many vacation days each employee accrues per month. The system accrues the days automatically each month. The Run Accrual Now button forces the accrual for the current month (it does not duplicate if it was already run).
Vacation pay at the end of the employment relationship is calculated in the Final settlement, according to the Labor Code and not according to the accumulated balance.