Leave Types
KiDig supports 7 types of leave requests, each with its own entitlement and behaviour:
| Type | Description | Typical allowance |
|---|---|---|
| Vacation (Urlaub) | Regular paid leave | 30 days/year (TVöD) |
| Half-day vacation | Half a vacation day; employee works the remaining half | Deducts 0.5 days |
| Special leave (Sonderurlaub) | For events like marriage, bereavement, or moving | Per collective agreement |
| Regeneration day (Regenerationstag) | Recovery days for childcare workers under TVöD-SuE | 2 days/year |
| Conversion day (Umwandlungstag) | Converting a portion of the SuE bonus into a day off | 2 days/year |
| Unpaid leave (Unbezahlter Urlaub) | Leave without pay | By arrangement |
| Sabbatical | Extended leave period | By arrangement |
Submitting a Request
- Navigate to the Vacation Request section (accessible from the dashboard or the calendar).
- Select the leave type from the dropdown.
- Choose the start and end dates. KiDig automatically calculates the number of working days within the range (excluding weekends and public holidays).
- Optionally add a note for the approver.
- Click Submit. The request enters the approval queue.
Approval Workflow
- Submitted requests are visible to all facility admins.
- An admin can approve or reject each request. Rejected requests can include a reason.
- Once approved, the corresponding days are automatically tagged with the appropriate keyword (e.g., Vacation, Regeneration Day), and leave balances are updated.
- Approved requests can be cancelled by an admin, which removes the keywords and restores the leave balance.
Auto-Approve
Admins can enable auto-approve in the facility settings. When active, submitted requests are approved immediately without manual review. This is useful for small teams with high trust where the approval step adds unnecessary friction.
Overlap Detection
KiDig checks for overlapping requests before submission. If the selected dates conflict with an existing approved or pending request, the employee is warned and cannot submit a duplicate. This prevents accidental double-bookings.
Budget Tracking
The vacation request view shows a live balance for each leave type:
- Total entitlement for the year
- Used (approved requests + facility closed days)
- Pending (submitted but not yet approved)
- Remaining (available to request)
This gives both employees and admins a clear picture of available leave at any point in the year.
Important Notes
- Facility closed days (Schließtage) that fall on workdays automatically count as vacation and reduce the vacation balance. These are not submitted as requests but are configured by the admin.
- Partial years: When an employee starts or ends mid-year, KiDig prorates the vacation entitlement based on the contract period.
- Requests for past dates are possible but require admin approval regardless of the auto-approve setting.