Sooner or later, one of your employees will not be able to work. In Papershift, this is recorded via absences.

Default absence types

There are a few standard absence types for the most common occasions already in your Papershift account:

  • Sick
  • Vacation
  • Reduce overtime
  • Day off

By clicking on the blue gear icon next to the absence types, you can edit them and see if they are deducting from the remaining vacation days and how the absence hours are calculated.

Creating new absence types

If you need more than those default absence types you can add your own absence types to suit your team's needs.

Click on the gear icon at the bottom of the left navigation bar → click on "Location settings" → choose the "Absences" tab → in the absences section, click on the "New absence type" button

Add new absence type modal

Settings

The settings are divided into several sections.

General settings:

First, you set a name and choose a color.
If you choose a color, note that rejected absences of this type will also be displayed in the selected color in the calendar. The default white color has the advantage that declined absences of that type will turn red and confirmed ones will turn green in the absence calendar.

Holiday entitlements:

You can then decide 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.

Records:

In the records section, you can define 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 as absent hours.
  • Set to fixed value
    A specific value is set for the absence, which applies to all employees.
  • Set to user-specific value
    A value set in the employee profile is calculated for the absence.
  • Calculate n-week average on start of absence
    This allows you to calculate the 13-week average rate. You can also specify any other number of weeks.
Further settings for new absence types

Further settings:

Here you can specify how public holidays should be calculated in the records. If this option cannot be selected, you first have to check the option "Deduct from remaining vacation days" at the top.

Also, you can choose:

  • Who can select the absence type?
  • If employees are allowed to reset absences.
  • If the absence type should be assigned to new employees automatically.
  • Whether assignments, tracked times, or availabilities should be removed when confirming an absence.

Users

Adding employees to the new absence type

In the "Users" 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.

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