Manage and create leave reasons and how they affect the paid or unpaid time. All types of leave can be easily added and managed on the attendance template. If you edit a leave type in on template it effects same leave types on other templates, so the changes are global and company wide.

If you want to add new leave reason click on the button ‘add leave reason’ on the upper right. You can activate or deactivate leave reasons by simply switching the button. You can use only active leave reasons on the absence calendar. If you want to edit or delete a leave reason, simply click on the pencil to edit or on the trashcan to delete it. You can’t delete leaves that are used on any absence calendar.

Add New Leave Reason

Since leaves reason are different in every country you can create super individual leaves for your company’s needs. Choose your preferred leave reason and choose from the listed options. Leave marked with a star (*) will be explained more detailed below.

• This leave type is only available to admin roles (Account Owner, Admin and Department Leader)
• This leave type subtracts days from vacation (will affect the number of vacation days)
• This leave type subtracts hours from flex time account (staff can use this leave type to compensate overtime, time of in lieu)
• This leave type is an off-site activity (business trip, customer visit, external training, trade show)*
  • This leave type requires clock-in/clock-out (staff needs to have start- and end time)
  • This leave type has meal allowances (e.g. if you’re away overnight)*
• This leave type is a sick leave (count as working time and doesn’t subtract hours from work time balance)*
• This leave type requires documentation (e.g. doctor’s note, visit reports or training certification)
• This leave type requires a substitution (if colleagues need to substitute a person who’s on leave)*
• This leave type needs to be approved (a supervisor have to approve this leave)
• This leave type requires a note (notes are mandatory)
• Show leave type for all users on department calendar (if active, everyone can see who’s using this leave)*

After you set up the ‘leave type’ don’t forget to press the ‘save’ button.

Off-Site Activity

Requires clock-in/clock-out

Meal Allowances

Sick Leave

Sick leave is the time you need to recover from a disease. In some countries sick leaves are paid for a certain period of time, in other countries it is generally not paid. In most European, South American, and Asian  countries sick leaves are paid from the company for a certain amount of time (ca. 6 weeks) and after that the health insurance takes over the continued payment of remuneration. In that case you should create two sick leaves, one for paid sick leaves and one for unpaid sick leaves. Please check your local regulations/laws about payment on sick leaves (e.g. Family and Medical Leave Act in U.S.).

However, if staff using sick leaves they can select between half day and full day leaves. Any smaller unit than half days will be micromanagement and won’t make sense to reflect in the system since the work time balance won’t be changed. The working plan will be reduced accordingly to the leave duration:
– full day = working plan is 0:00
– half day = working plan will be 50% reduced

If attendance time is tracked on a day that has a sick leave the working time won’t be automatically counted as overtime. Overtime will be calculated as for regular working days but you won’t get negative flex time balance.

Example 1:
Regular Working Plan: 7:30 hours
Actual Tracked Attendance Time: 8:00 hours
Overtime: +0:30 hours

Example 2:
Regular Working Plan: 7:30 hours
Actual Tracked Attendance Time: 5:00 hours
Overtime: 0:00

Working time on half day sick leaves

If the working time is greater than the working plan that day the overtime will be calculated regularey. E.g. working time is 6:00 hours (7:00–13:00), plan is reduced to 4:00 hours. So, the overtime for that day will be 2:00 hours.

If the working is less than the working plan the overtime will be always 0:00 and there won’t be any negativ overtime and the plan will be automatically reduced.

Working time on full day sick leaves

All working time tracked on a day with a full day sick leave won’t be counted as overtime since the working plan will be equal to the actual tracked hours. Only if you tracked more time than your regular working plan there will be overtime. E.g if you regular working plan is 8:00 hours, day has full day sick leave and you worked 9:00 hours you would 1:00 hours overtime. If you would have worked 5:00 you would have 0:00 hours as overtime (no negative overtime).

If the working is less than the working plan the overtime will be always 0:00 and there won’t be any negativ overtime and the plan will be automatically reduced.

Leave Substitution

For some staff it’s useful to have a substitution if that person’s on a leave. If you need to have substitutions for staff who’s on a specific leave, just enable “Requires substitution”:

Please note that for this kind of leave the person who’s the substitute have to approve first, only after that the supervisor can approve the leave (if you using also “This leave type needs to be approved”)

Show Leave for Everyone on the Department Calendar

If active, every user can see who’s using this leave type on the department calendar. But for some leave reason you maybe don’t want everybody to know what’s going on (e.g. maternity protection or personal time-off). So, if you don’t want that everybody see the leave reason just keep this field deactivated and other persons just sees “a leave” (hashed field in the department calendar). If you want that supervisors (Admins, Department Leaders and HR Admins) can see this leave type you can select that only data captures, team members and team leaders cannot see this leave type on the absence calendar.

Using Leave Types

Staff can use all active leave reasons in their absence calendar. You can either create a leave on your absence calendar…

… or on the department calendar by selecting the days and click on “create”.

Then, you can select

• leave type (here you can see all active leave reason from your attendance time template)
• start/end date
• start/end time (e.g Lunchtime till Evening is a half day, Morning till Evening is a full day)
• substitution (you can even request for substitution even if it’s not mandatory for this leave reason)
• notes

You can either save and submit the leave for approval (if it doesn’t needs to be approved it will be saved as approved automatically if you click on this field) or you can save it as a draft. Once you submitted your leave for approval, you will be notified if your leave was approved or rejected.

If your leave is approved, you need to request a change which needs to be approved by your supervisor again.

Please note that when leave type/absence settings is updated, it doesn’t affect already created leave types and absences. Please delete and create a new absence to apply new settings.

How to submit a request for vacations you can read here

On this calendar you will see your vacation/leave with the status “draft”, “pending”, “approved” or “unapproved”(requires a substitutor’s approval) as well as an overview about your submitted and received vacation requests:

Draft status (your planned vacation): Only you can view your vacation/leave, other users don’t have access to your calendar. You have the ability to delete and edit your vacation/leave.

Pending status: Your vacation/leave is waiting for approval by the account owner/admin/department leader (it also depends on the company’s settings. While your vacation is in “pending” status, you are not able to edit or delete it.

Approved status: Your vacation is approved.

If you want to delete or edit your approved vacation, you have to contact your account owner, an admin or a department leader.

If your vacation is approved, you can request a modification to your supervisor. So, if you will change something on an approved vacation you will see that “request modification” button. By clicking on it, the status will be back to pending and your supervisor will receive a notification for approval:

Unapproved status: can be 2 types. Your vacation request was denied, or your vacation request is waiting for a substitute’s approval:

Once he approves, then the Account Owner, Department Leader or an Admin will review and approve/deny your vacation request. Fingers crossed

The easiest way to send a request for vacations (or just to add the vacation if you are the account owner and no one has to approve it) is to go to your Absence Calendar from the Dashboard:

or

On this page choose the month and the days (or a day) you need and add a vacation by simply sliding with your mouse to the left or right. Click ‘create’ to go to the next step.

On the next page (see below) you will have the ability to enter more specific information about your vacation/leave.

Once you press “save” it will be shown as a”draft”.

If you “save and submit” it will be automatically sent for approval. Done

Now a person in charge (mentioned in the Attendance Template, it can be the account owner and/or admin and/or HR admin and/or department leader) will get a notification about your request and will either approve it or reject. Once the action is taken, your little bell icon will notify you about it.

Note: All staff members are able to update or delete the leave type, where is no approval needed (except the fields “leave type” and “substitute person”)

And if the leave type needs an approval (of the Account Owner, Admin or Department Leader), the Roles ‘Capture Data’, ‘Team Member’ and ‘Team Leader’ (not ‘Department Leader’) will not be able to delete or edit the leave type after approval. They can only add notes and attach a document.

If the vacation is unapproved (status pending) the vacation request can be deleted by the user who created it. If the status = approved: A request for deleting the request is needed.

The Account Owner, Admin, HR Admin, Department Leader can update and delete vacation/leave as own and as other employees.

Note: If you do not have any vacation days left, you will get a notification by the system about the number of days remaining from your annual holiday entitlement.

Sometimes there is a need for a part-time vacation when you’d like to work only in the morning and to be off after the lunch break or to be off in the morning and work 2nd half a day. To do so, follow all the steps mentioned above, just in the dropdown (as shown below) choose the part of the day you’d like to be off, morning to a lunchtime:

, or a lunchtime into the evening:

Note: do not forget to press Save (to save it as a draft), or Save and Submit if you are confident in your decision, to send it for approval.

Also, you can choose a person that will substitute you when you’ll be off:

In this case, the substitute person will have to approve your request first (agree to be a substitutor) and then your vacation request will go for approval to your Department Leader, or an Admin or Account Owner.

So, on the page above (Settings – Attendance – Vacation) you can manage who can approve/reject vacation requests. If you’ll change it from the admin to the Department Leader for example:

then the Admin will not be able to manage the vacations anymore and will get this type of error when try to approve/reject the vacation requests:

More about vacations and vacation statuses you can read here

Request modification

If your vacation is approved, you can request a modification to your supervisor. So, if you will change something on an approved vacation you will see that “request modification” button. By clicking on it, the status will be back to pending and your supervisor will receive a notification for approval:

Enjoy!