Create and close a flexitime period

What is a flexitime period?

A flexitime period is a period in Capitech Flow used to manage employees’ flexitime and flexitime balances.

When a flexitime period is ended, the balance from the closed period is transferred to the next active flexitime period.

This ensures that employees have the correct balance and that time off in lieu for future dates can be registered correctly.

Where can you find flexitime periods?

Go to Admin - Flexitime - Flexitime period

Here, you can see all flexitime periods and their statuses.

Click Open to view the details and transactions for a period.

Create new flexitime period

How to create a new flexitime period:

1. Go to Admin - Flexitime - Flexitime period.
2. Click the plus sign in the upper-left corner.
3. Verify that the following information about the period is correct:
4. • year
   • period id
   • description
   • from date
   • to date
4. Make sure that the status is Active.
5. Click Save.

The new flexitime period is created with the status Active.

When should you create a new flextime period?

Create the next active flexitime period well before the current period is due to end.

This is important because employees can request time off in lieu for future dates. If an employee requests time off in a future period, there must be an active flexitime period and a balance for the request to be registered correctly. If there is no active flexitime period, the time off will not be deducted from the employee’s flexitime account.

End a flextime period

How to close a flextime period:

1. Go to Admin - Flexitime - Flexitime period.
2. Find the period you want to close.
3. Click End period in the green box.
4. Confirm that you want to close the period.

Once the period has been closed, its status changes to Closed.

When a flexitime period is closed, its balance is transferred to the next active period.

When should you close the flextime period?

Do not close the period until its to date has passed.

The period should remain active until:

• employees have registered all their hours for the period
• managers have completed their approvals
• the period is ready to be closed
• the next active flexitime period has been created

Closing the period too early may result in an incorrect or missing balance.

View balance in a closed flextime period

Once the period has been closed, you can open it to view its transactions.

To find each employee’s closing balance:

1. Open the closed flexitime period.
2. Enter balance in the Type field.

The list is filtered, making it easier to find the balance transactions.

Note: In this view, the balance may appear as negative even when the actual balance is positive.

View the opening balance in the next period

To check the opening balance in the next period:

1. Open the new flexitime period.
2. Enter balance in the Type field.

You can then check that the balance has been transferred to the next period.

What do the statuses mean?

If the balance is incorrect or hours are missing

If employees have an incorrect balance or many hours are missing, the previous flexitime period may not have been closed.

Hours and balances are only transferred from one flexitime period to the next when the previous period is closed.

Therefore, ensure that:

• the previous flexitime period has been closed
• the next flexitime period has been created and is active
• employees have registered their hours
• managers have approved the hours for the period

If you cannot end the period

If you end the flexitime period, there may not be a new active flexitime period.

Create the next active flexitime period first, and then try closing the period again.

Frequently asked questions

When should you create a new flexitime period?

Create the next active flexitime period well before the current period ends. This is important because employees can request time off in lieu for future dates.

When should you end the flexitime period?

End the flexitime period after its to-date, once employees have registered their hours and managers have completed their approvals.

What happens when a flexitime period is closed?

When a flexitime period is closed, its balance is transferred to the next active flexitime period.

Why is the balance missing from the new flexitime period?

The balance may be missing if the previous flexitime period has not been closed. The balance is only transferred when the previous period is closed.

Can you reactivate a closed flexitime period?

Yes. Go to the overview, click the three dots to the left of the period, select Edit, change the status to Active, and click Save.

Will you receive a notification if an employee requests time off in lieu when there is no flexitime period or balance?

No. You will not receive a notification through this module. We therefore recommend creating the next active flexitime period well before the current period ends.

I cannot find the Flexitime period menu

If you cannot find Flexitime under the Admin tab, contact your internal superuser or system administrator to determine whether you should have extended permissions.