Sooner or later, one of your employees will not be able to work in one of your duty rotas. To record this, there are different absence types.
By default, the four following absence types are stored in your location:
is not deducted from the holiday entitlement and there are no deficit hours for this
is calculated with the holiday entitlement and there are no deficit hours
- Reduce overtime
is not deducted from the holiday entitlement and absent hours are counted as deficit hours
- Day off
is not deducted from the holiday entitlement, absent hours are counted as deficit hours and are thus not paid
By clicking on the blue gear icon next to absence types, you have the option of editing them. You can create your own type with the button "New type of absence".
The settings are divided into several sections.
First, you set a name and, if desired, a color in the basic settings.
If you choose a color, however you must note that rejected absences of this type will also be displayed in the selected color in the calendar.
You can then decide and set whether the absence should be offset against the holiday entitlement of the employee. If the absence is a type of vacation, for example company holidays, then the corresponding number of vacation days is automatically deducted from the employee.
In the records, you can define whether and how the absence hours should be calculated.
- Set target hours to zero
The target hours are zeroed for the respective day and they overwrite the value in the employee profile.
- Set absent hours to target hours
The absent hours for the day are equated with the target hours from the employee profile.
- Set absent hours to planned hours
The hours that are assigned according to the duty rota are taken over as absent hours.
- Calculate fixed value
A specific value is set here for the absence, which applies to all employees.
- Calculate employee-specific value
A value set in the employee profile is calculated for the absence.
- n weeks average rate calculated at the start of the payroll
This allows you to calculate the 13 week average rate. You can also specify any other number of weeks.
Under "Other settings", you can specify how public holidays should be calculated in the records. If this option cannot be selected, you first have to place the tick further up at "Calculate with vacation days".
Also, you can choose:
- who is allowed to select the respective absence,
- whether employees are allowed to reset the absences,
- whether the absence type can be assigned to new employees automatically,
- whether assignments, tracked times, or availabilities should be removed when confirming an absence.
In the "Employee" tab, you can define which of your employees should be assigned to this absence type. When you create a new absence type, all the employees are automatically added.
You can delete employees from the list by clicking on the X next to their name. You can also remove all or add all employees to the list.