--- title: "Create and maintain absence codes" url: "https://help.capitech.no/en/article/create-and-maintain-absence-codes" language: "en" last_updated: "2026-09-15T08:17:47.793Z" --- # Create and maintain absence codes Absence codes are used to register different types of absence in Capitech Flow. The absence code determines how the absence is processed in requests, reports, statistics, and any payroll integrations. You can find absence codes under Admin - Absence - Absence codes. ## What is an absence code? An absence code describes the type of absence being registered. Examples of absence types include: - vacation - self-certified absence - certified sick leave - time off in lieu - child illness It is important to use the correct absence code. The absence code may affect how the absence appears in reports, sick leave statistics, absence exports, and payroll exports. ## Create a new absence code How to create a new absence code: 1. Go to Admin - Absence - Absence codes. 2. Click the plus icon in the top-left corner. 3. Complete the fields for the absence code. 4. Review the setup. 5. Click Save. If the absence code should affect payroll and be available for payroll export, it must also be linked to the correct payroll code in the payroll setup under Admin - Integrations - Payroll intregration. ## Change or deactivate an absence code How to change an absence code: 1. Go to Admin - Absence - Absence codes. 2. Click the name of the absence code. 3. Make the necessary changes. 4. Click Save. You can also deactivate an absence code if it should no longer be available. To do this, clear the Active checkbox. ## Delete an absence code An absence code can only be deleted if it is not in use. How to delete an absence code: 1. Go to Admin - Absence - Absence codes. 2. Click the three dots to the left of the absence code. 3. Click the trash can icon. 4. Confirm the deletion. If the absence code has already been used for registered absence, you should normally deactivate it, by clearing the Active box, instead of deleting it. ## Fields on absence code The fields for an absence code are configured according to your organization’s needs. The table below explains the most important fields. | Field | Explanation | | --- | --- | | **Absence code** | The code used for the absence. It can obtain both numbers and letters and has a maximum of 4 characters. | | **Description** | The name of the absence code. The description should clearly indicate the type of absence to which the code applies. | | **Active** | Indicates whether the absence code can be used. If the code is set to inactive, it is no longer available for use. | | **Open for absence requests by employees** | Indicates whether employees can request absence using this code in My Capitech. | | **Open for easy approval** | Indicates whether a manager can approve absence requests with one click. This should only be used for absence types that do not require further review. | | **Open for short time absence** | Indicates whether the absence code can be used for short term absence, meaning parts of a day with time in and time out. If the option is not choes, the absence code can only be used for full days. | | **Type** | Indicates the main type of absence. Valid values are Absence, Time off in lieu, Vacation, Leave, and Temporarily laid off. | | **Paid by company** | Indicates whether the absence is paid by the company. This is used when the absence should affect payroll. | | **Certification** | Indicates whether the absence code applies to self-certification, child's illness, sick leave, or absence unrelated to illness. | | **Placement RTV and NHO** | Indicates how absence with the code is categorized in legacy statistics. | | **Requires schema** | Displays a checkbox when registering absence, for example to confirm that a self-certification form or medical certificate has been submitted. | | **Considers work agreement / plan** | Indicates whether the absence should be calculated based on the employee's working time agreement or operational plan. | | **Show work-related option** | Indicates whether it should be possible to mark the absence as work-related. | | **Require work-related** | Indicates whether it should be possible to mark the absence as work-related. | | **Deactivate flexitime** | Indicates whether flexitime should be disabled during the absence period. | ### Paid by company Use the **Paid by company** field when absence entries should be able to affect payroll. You can select: - **Yes** - **No** - **Partially** Select **Yes** if your organization should pay the employee for the entire absence period. Select **No** if the absence should not be paid by your organization or if paid absence should not be transferred automatically to payroll. Select **Partially** if your organization should only pay for part of the absence. You must also enter the number of days your organization should pay for. If the absence code should be included in a payroll export, it must also be linked to the correct payroll code in the payroll setup under Admin - Integrations - Payroll intregration. ### Certification Use the **Certification** field to specify whether the absence code should be processed as sick leave. Use: - **None** for absence codes that are not related to sick leave - **Self-certification** for self-certified absence codes - **Self-certification childs illness** for absence codes related to a child’s illness - **Sick leave** for certified sick leave codes This is important for accurate sick leave statistics and reporting. ### Placement RTV and NHO Use the **RTV and NHO placement** field to specify the column in which the absence should appear in the statistics. These statistics are no longer submitted to NHO or the Norwegian National Insurance Administration (NAV), but they are still available in Capitech Flow. Select **Unautorized absence** in the **RTV/NHO placement** field if absence registered with this code should appear as **unauthorised absence** in the sick leave statistics reports in Flow. ### Requires schema If you select **Requires schema**, a checkbox appears when absence is registered. You can use this to record that: - a self-certification form has been submitted - a medical certificate has been submitted - other documentation has been submitted ### Consider work agreement or plan The **Consider work agreement/plan** field determines whether the absence code uses the employee’s working time agreement or operational plan when calculating the absence. If you clear this checkbox, absence registered with this code will not be calculated based on the employee’s working time agreement or period plan. This may affect the number of absence hours calculated. ### Work-related absence Use the **Show work-related option** and **Require work-related** fields when you want to record whether an absence is work-related. If **Show work-related option** is enabled, the work-related option may be displayed: - to employees when submitting a request, if the absence code is available for requests - to managers when approving requests - to managers when registering absence If **Require work-related** is enabled, the option must be completed before the absence can be submitted or registered. ### Deactivate flexitime Use the **Deactivate flexitime** field when absence registered with the code should not result in flexitime calculations during the absence period. When absence is registered with an absence code where **Deactivate flexitime** is enabled, flexitime is not calculated for the absence period. This is often used for absence codes where employees should not accumulate positive or negative hours in their time-off-in-lieu balance. Common examples include: - partial sick leave - pregnancy leave - care leave - parental leave - sick leave within and outside the employer period By default, **Deactive flexitime** is not enabled. You must therefore enable it for absence codes where flexitime should not be calculated. ## Frequently asked questions **What is an absence code?** An absence code describes the type of absence being registered, such as vacation, self-certified absence, certified sick leave, or time off in lieu. **Where do you create absence codes?** You create absence codes under Admin - Absence - Absence Codes. **Why is it important to use the correct absence code?** The correct absence code is important because it can determine how the absence is processed in reports, statistics, requests, flexitime calculations, and payroll integrations. **Can employees request absence using all absence codes?** No. Employees can only request absence using absence codes that are available for employee requests. **Can an absence code be deleted?** Yes, but only if the absence code is not in use. If it is in use, you should normally deactivate it instead. **What does Paid by company mean?** Paid by company indicates whether your organization should pay the employee for absence registered with the absence code. **What does Deactivate flexitime mean?** Deactivate flexitime means that flexitime is not calculated for the period the absence applies.