Create/edit Absence templates

In this article you can read about how to create or edit templates to the Absence module. An absence template defines which leave types and holidays each employees gets.

 

Go to "Templates" via "Settings" in the main menu and click on "Employees", and then "Absence"

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In this view you can see which absence groups you have already created and can use. Each group defines which allowances, leave types and user defined holidays, each employee can be assigned. It is this group that defines e.g. how many holidays the employee is assigned each year.

To create a new group, you have to start by creating an allowance, then some absence types and e.g. some user defined holidays.

  1. Create/edit allowance
  2. Create/edit leave types
  3. Create/edit custom holidays
  4. Create/edit groups
  5. This is how the employee profile looks

1. Allowance

1.1. Click "New allowance" to create an allowance or...

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...mark and edit an existing allowance.

 

1.2. Fill in details about the allowance

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Language: Choose if this should be available in multiple languages.

Title: Enter a title e.g. Holidays. This is shown on the employee profile.

Internal description: Enter an internal description here if there are different allowances with the same title.

Type: Choose whether the allowance should be displayed by days or hours.

 

1.3. Set up one or more rules for earning and using

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Start of qualifying year: Specify when qualifying of for example holydays start.

Start of vacation year: Specify when the qualified holydays is available for the employee

Allocated days: Specify how many day/hours the employee must be allocated and how frequently - each day, month og year.

See example of how the vacation rules are in Denmark 2020.

When the above is defined, you can set additional settings:

  • Whether the allowance should be rounded up to the end of the qualifying year
  • Whether to automatically deduct days from employees who have not been employed during the entire qualifying period
  • Whether the employee is allowed to have a negative allowance
  • Whether risidual leave must be carried over to the next year, as well as how much and whether the residual holydays has an expiry date

Note, although several rules are created, it is only possible to have one active holiday year at a time.

1.4. Click Save to save the allowance

 

Example of setting the holiday rules in Denmark 2020 

Changes to the danish Holiday law will take effect in 2020 and you can handle these changes this way. In this case you need two rules.

The first rule "16,64 days allocated each year" is assigned to the employee on May 1 2020. These days were earned during the period January 2019 to December 2019. 

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The second rule "2.08 days allocated each month" starts on September 1 2020. So does the earning, which in this case means that you earn 2.08 days each month that you can use the following month.

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2. Absence types

2.1. Click "New leave type" to create a leave type or...

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...mark and edit an existing leave type 

2.2. Fill in  the basic information

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Language: Choose if this should be available in multiple languages.

Title: Enter the leave title. This is shown on the employee profile when they register leave.

Subtract from an allowance: Choose whether to deduct days/hours from an allowance, e.g. Holidays

Icon: Select which icon this type of leave should have. The employee will see this when they register absence.

Color:  Select what color that this icon should have. The employee will see this when they register absence.

 

2.3. Specify the settings for this leave type

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Internal description: Specify an internal description, if there are different types of absence with the same title. 

Duration: Choose how the leave type ca be registered - Whole days, half days or hourly.

Type: Choose what type this leave type is - Absence, Vacation or Work

When the type is defined, you can set additional settings:

  • Whether the leave type must be approved by a manager when an employee uses it
  • Whether the leave type requires documentation when an employee uses it

Notify employees: Add employees here and they will automatically get a notification when an employee 

 

2.4. Click Save to save the leave type

 

3. Custom holidays

3.1. Click "New holiday" to create a holiday or...

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...mark and edit an existing holiday

Custom holidays are only used for extraordinary holidays, e.g. not a national-, banking- or contractual holiday. 

 

3.2. Fill in details about the holiday

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Language: Choose if this should be available in multiple languages.

Date: Enter the specific date for this holiday.

When the date i set, you can set additional settings:

  • Determine the duration of this day off - Whole day, Half day (Morning) and Half day (Evening)
  • Determine if the day off should be repeated each year in the same date
  • Determine whether the day off should be blocked in the employees' calendar

Title: Enter the title of the holiday. The employees will e.g. see this in their calendar.

Internal description: Enter an internal description here if there are different holidays with the same title.

Deduct from an allowance: Choose whether the allowance should be deducted by days or hours. e.g. Holidays.

 

3.3. Click Save to save the Holiday

 

4. Groups

Once you have created the allowances, the leave types and maybe some custom holidays, you are ready to define your company's different absence groups. Each employee belongs to one of the groups.

4.1. Click "New group" to create a new group or...

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... mark and edit an existing group

 

4.2. Enter the basic information

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Title: Enter the title of the group. This is shown on the employee profile.

Internal description: Enter an internal description here if there are different groups with the same title.

 

4.3. Assign the desired leave types to the group

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4.4. Choose and assign the desired bank holidays

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4.5. Assign the desired custom holidays to the group

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4.6. Enter an access

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4.7. Click Save to save the group

Your holiday/absence group is now created and can be assigned to the employees of your company.

 

5. This is how the employee profile looks

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