Leave, absence and overtime
Leave, absence and overtime are all handled in one place: Time Tracker in the left-hand menu. For a quick request in between, use Quick Actions in the top right.
Submitting a request
Open Time Tracker in the left-hand menu, or take the faster route: click Quick Actions in the top right and choose one of the four request shortcuts — Leaves — New request, Sick leave — New request, Overtime — New request or Overtime Compensation — New request.
Time Tracker itself has two tabs:
- My requests — the requests you submitted yourself.
- Approvals — requests waiting for someone else to review (this is where a practice manager works).
Within each tab, four type tabs split the list: Leaves, Sick leave, Overtime, Compensation. Click New request on the type you need to open the request dialog for that type.
The request dialog
The dialog is headed Request leave and captures what DentallManager needs to plan around your time off:
- Full Day(s) / Partial Day — whether the request covers whole days or part of a single day.
- Start date (required; the app marks it with an asterisk) — the first day of your request.
- End Date — the last day, for a request covering several days.
- days / Hours — the number of days or hours, depending on your choice above.
- Break Down — your explanation of the request.
- Reason — pick a value from the list; see Which reasons can you choose? below. If none of them fits, tick Another reason and explain.
Click Create to submit the request, or Cancel to close the dialog without saving anything.
Which reasons can you choose?
The Reason list holds fourteen values. The app shows these values in Dutch even when the rest of the interface is in English — they are data rows, not interface labels, so they are quoted below exactly as the app writes them, with an English translation in italics. The italic text is a translation for you as a reader; it is not a second option in the list.
| Value as the app shows it | Translation |
|---|---|
| Vakantie | Holiday |
| Vrije dag(en) | Day(s) off |
| Eerder weg | Leaving early |
| Medische afspraak | Medical appointment |
| Cursus/Nascholing/Examen | Course / further training / exam |
| Begrafenis 1e lijns (betaald verlof, niet in mindering op verlofsaldo) | Funeral, immediate family (paid leave, not deducted from the leave balance) |
| Onbetaald verlof | Unpaid leave |
| Ouderschapsverlof (onbetaald) | Parental leave (unpaid) |
| Familiegelegenheid | Family occasion |
| Ik geef liever geen reden op | I prefer not to give a reason |
| Anders (licht onderstaand toe) | Other (explain below) |
| Begrafenis (2e lijns) (betaald verlof) | Funeral, extended family (paid leave) |
| Sabbatical (onbetaald) | Sabbatical (unpaid) |
| Bijzonder verlof (niet in mindering op verlofsaldo) | Special leave (not deducted from the leave balance) |
This list was read from the application itself on 1 September 2026, in an employee's request dialog. Whether every practice sees exactly the same list is not recorded; if yours differs, contact the helpdesk.
What happens after you submit?
Every request carries a status, and you see it per request in the list. Your request immediately gets the status Requested. Once the practice manager reviews it, the status becomes Accepted or Rejected. If a request is withdrawn it gets the status Cancelled. While a request is still Requested, you can delete it yourself — see Deleting a submitted request below.
Deleting a submitted request
As long as your request still has the status Requested, you can delete it yourself.
- Find the request in the list under My requests.
- Click the delete icon on that row. Each row carries a strip of icons: view, edit, delete and comments.
- A confirmation dialog appears first: Are you sure? You won't be able to revert this! Choose Yes, delete it! and the request is permanently removed from the list; choose Cancel and it stays.
Two things to know:
- Your balance does not change. A request with the status Requested has not been written off your leave balance yet — the balance reads the same before, during and after the deletion.
- You cannot delete an approved request yourself. A request with the status Accepted offers an employee no delete and no cancel action; you only see view and history. If such a request still has to go, contact your practice manager.
A separate way to edit a request after submitting it has not been confirmed — check the status if you're unsure, and contact your practice manager if a submitted request has to change.
What approval does to your time registration
Approving is one click, but more changes than just the status.
- The hours are written off automatically. When a leave request is approved, DentallManager deducts the hours of that request and updates the balance straight away. The employee immediately sees how many hours are left. Nothing has to be adjusted by hand.
- The order of deduction is fixed. The app takes the hours from the statutory leave hours first, then from the non-statutory hours, and only then from the overtime balance.
- The employee is no longer in the schedule. Leave removes the employee from the recurring schedule automatically — as a sick leave report or a pregnancy leave does. In the team's weekly schedule that slot turns red: the signal that you need to arrange cover. Click the position to see who is available.
An approved overtime request works the other way around: the approved hours are added to that employee's overtime balance. That, too, needs no further action.
The request itself stays visible in the history, with the status Accepted; in the employee's own overview an approved request is marked green.
Automatically generated requests
Not every request is submitted by an employee. If the planned schedule differs from the fixed working week in the contract, DentallManager creates an overtime request for the difference itself. An automatically generated request is therefore about overtime; leave is something you submit yourself — see Submitting a request.
- Where it comes from: the fixed working week is recorded in the employee's personnel file, under the terms of employment — how many contract hours someone has, and on which days and at which times. That is what the app compares the schedule against, so the field has to be filled in correctly.
- When it appears: the calculation runs during the night from Sunday to Monday, for everyone at once. On Monday morning the request is waiting and you are notified about it. You can see the difference in the schedule itself before that.
- Example: if 40 hours were agreed and you deliberately schedule someone until 42 hours, the system sees the two-hour difference and prepares a request for it. Approve it and those two hours land on that employee's overtime balance.
- What still needs doing manually: if someone stays longer than planned without the schedule saying so — scheduled until 17:00 but leaving at 18:00 — the system cannot know. The employee submits that themselves via Time Tracker → Overtime → New request, with the date, the times and a reason.
If the difference is structural, update the fixed working week in the contract rather than rejecting the request every week.
Leave that is not deducted from your leave balance
Not every absence should come off the leave balance. Think of a medical appointment, or paid absence: you do want the employee out of the schedule so the day's staffing is accurate, but you do not want the hours deducted from the balance.
DentallManager supports this. Such an absence is marked light grey in the history — that is the sign that the hours were not written off. The employee is still taken out of the schedule for that day.
You control it through the reason. You submit an ordinary request — Time Tracker → Leaves → New request — and pick a Reason whose own name says so. Three values in the list do. The app writes these values in Dutch even in the English interface, so they are quoted here exactly as shown, with an English translation in italics:
| Reason as the app shows it | Translation | What the name itself states |
|---|---|---|
| Begrafenis 1e lijns (betaald verlof, niet in mindering op verlofsaldo) | Funeral, immediate family (paid leave, not deducted from the leave balance) | paid and not taken off the leave balance |
| Begrafenis (2e lijns) (betaald verlof) | Funeral, extended family (paid leave) | paid |
| Bijzonder verlof (niet in mindering op verlofsaldo) | Special leave (not deducted from the leave balance) | not taken off the leave balance |
You fill in the rest of the form as for any other request. If you are unsure which of the three fits your situation, discuss it with your practice manager or contact the helpdesk — the app does not choose this for you.
Requesting parental leave
Parental leave has no separate form: you submit it as an ordinary leave request and pick the reason value Ouderschapsverlof (onbetaald) (Parental leave (unpaid)). As above, the value is Dutch in the English interface and the italic text is a translation, not a second option.
- Go to Time Tracker → Leaves and click New request.
- Choose Full Day(s) or Partial Day and fill in the dates or the hours.
- Under Reason, pick Ouderschapsverlof (onbetaald) (Parental leave (unpaid)).
- Click Create. From there the request follows the same path as any other: status Requested, and the practice manager reviews it.
The name of the reason already says it: this leave is unpaid. How much parental leave you are legally entitled to, and what has been agreed at your practice, is neither in the application nor in this documentation — that is between you and your employer.
Viewing your balances
In Time Tracker you see:
- Available statutory / Non statutory leave hours — broken down into what accrued This Year, what was Carried over from a previous period, what's already Taken, and what's still Available;
- your total current leave balance and overtime balance, shown at the top of the page.
You can also choose to take leave from your overtime balance, instead of from your regular leave hours. This way you stay in control of how you build up your time off.
Filtering and sorting requests
Above the request list, sort by Newest First or Oldest First, or click Clear filters to reset the view. The list shows End date, Hours, Reason and Inserted by per request. At the bottom, Show 25 · 50 · 100 · All sets how many Entries you see per page, and you page through the list with Previous and Next.
Getting a request approved
As soon as you submit a request, the practice manager receives a Smart Alert and sees it waiting under the Approvals tab of their own Time Tracker. After approval or rejection, DentallManager updates your schedule and your balances automatically, without you having to do anything yourself.
Want to know how leave and overtime carry through to your schedule? See Scheduling, or check the frequently asked questions.
Reporting sick
Report sick the same way: Quick Actions → Sick leave — New request, or open the Sick leave type tab directly in Time Tracker and click New request. Your sick leave report is entered directly into the system, so the day's staffing is immediately accurate.
Can't figure it out? Contact the free helpdesk at info@dentallmanager.nl.