Generate time entries automatically with general automation

With general automation, you can automatically create time entries on set days and at set times. This is suitable for employees who usually work fixed hours and only need to change or add hours when there are deviations.

What is general time entry generation used for?

General generation is used when you want Capitech Flow to create time entries for employees automatically.

This is useful for employees who:

are required to have their working hours recorded
normally work fixed hours
do not need to record their hours manually every day
only need to change or add entries when there are deviations

Employees are still responsible for ensuring that their registered working hours are correct. Automatic generation only allows their normal working hours to be created automatically.

Create an automation job

Go to Admin - Automation.

Click the plus icon in the upper-left corner to create a new automation job.

Select the automation type

When creating the job, select Hours - Generation.

Select subtype General when you want to specify set days and times for the time entries.

If the job should be based on scheduled duties for employees who are active in the planning module, select Plan instead.

Click Next.

The General tab

Give the automation job a descriptive name.

You can also add a comment to explain what the job is used for.

A clear name makes the job easier to understand later, especially if you have several automation jobs.

The Selection tab

Under Selection, select the employee groups to which the job should apply.

The automation job will only generate time entries for employees who belong to the employee groups you add.

The Conditions tab

Under Conditions, specify the days for which time entries should be generated.

By default, all days are selected. This means that time entries can be generated on any day from monday through friday.

Select in and out times, and what days the entries should be generated.

You can also choose to skip generation on:

public holidays
custom days, such as the Wednesday before Maundy Thursday

Generation Period

Under Generation period, specify how far back in time the job should generate time entries.

Examples:

From 3 days ago through 1 day ago, inclusive
The job generates time entries for the previous three days.
From 2 days ago through 2 days ago, inclusive
The job only generates time entries for the day before yesterday.

If time entries have already been generated for a day, they will not be generated again for the same day. This also applies if the job runs for several previous days.

The Schedule tab

Under Schedule, select when and how often the automation job should run.

This determines whether the job runs at a specified time each day or at fixed times each hour.

Activate the job

Once the automation job has been configured, click Save so that you can activate it.

Click the green Activate option on the automation job row to run the job automatically according to the selected frequency.

Test the automation job

To test the job without activating it, click the green Run option on the automation job row.

The job runs once immediately without being scheduled to run automatically in the future.

Edit the automation job

To make changes to an automation job, you must first deactivate it.

Click the green Deactivate option on the automation job row.

You can then make the necessary changes.

Once you have finished making changes, click Activate to run the job automatically again.

Important information

Several fixed conditions are always checked before time entries are generated.

Time entries are not generated if:

absence has already been registered for the day
hours have already been registered for the day
the date is blocked by the closing date for time entries
flexitime is in use, but there is no active flexitime period
required dimensions are missing for the employee