Employee Groups

Employee groups are used to group employees in Capitech Flow. They can be used for calculation rules, personnel costs, and My Capitech filters, among other purposes.

Where do you find employee groups?

You can find employee groups under:

Admin > Employee > Employee groups

Here, you can create new employee groups, edit existing groups, and add or remove employees from a group.

What are employee groups used for?

Employee groups can be used for several purposes in Capitech Flow.

They are often used to manage:

calculation rules for hours and absence
personnel costs
the options employees can see in My Capitech
whether on-call workers should be included when checking for missing attendance
the normal working hours used for absence calculations

An employee can be a member of several employee groups, depending on how your organization uses employee groups.

Create new employee group

How to create a new employee group:

Go to Admin > Employee > Employee groups.
Click the plus icon in the upper-left corner.
Enter the required number.
Enter a name for the employee group.
Select what the employee group should be used for.
Click Save.

Options for the employee group

When you create or modify an employee group, you can choose what the group should be used for.

Option	Description
Active in Calculation Rules	Used when the employee group should be linked to calculation rules for hours or absence.
Active costs	Used when rates should be created for the employee group to calculate personnel costs.
Active in My Capitech filter	Used when the employee group should control which dimensions employees can select in My Capitech.
On-call	Used for employees who work on-call, such as students, temporary workers, or relief workers. Employees in the group are not included when checking for missing attendance.

Employee groups and calculation rules

Employee groups are often linked to calculation rules.

Calculation rules control how hours, absence, or compensation are calculated for employees. If a new employee group requires its own calculation rules, the group usually needs to be linked to a calculation rule.

To use the employee group in calculation rules, select Active in Calculation rules.

To create or change calculation rules linked to an employee group, contact support@capitech.no

Edit an employee group or its members

To edit an employee group:

Go to Admin > Employee > Employee groups.
Click the name of the employee group.
Make the required changes.
Add or remove employees as needed.
Click Save.

You can also see which employees are members of the group.

Delete employee groups

An employee group can only be deleted if:

it has no members
it is not in use

To delete an employee group:

Go to Admin > Employee > Employee groups.
Find the employee group.
Click the three dots on the left.
Click the trash icon.
Confirm the deletion.

If the employee group is in use, you must remove it from use before it can be deleted.

Times and hours for employee group

If employees in an employee group have different normal working hours from those defined in the client settings, you can enter separate times and hours for the employee group.

These can be used as exceptions when registering and calculating absence.

You can enter:

start time
end time
number of hours

These values are only used if the fields have been completed.

Important:

If the Plan module is in use and the employee is Active in Plan, the times and hours used for absence are taken from the employee’s scheduled working hours. Scheduled working hours take priority over the times and hours entered for the employee group.

My Capitech filter for an employee group

If Active in My Capitech filter is enabled for the employee group, you can control which options employees in the group can see in My Capitech.

Click Filter to specify which options employees should have access to.

The My Capitech filter can be used for the following dimensions:

department
project
order
free dimension 1
free dimension 2
manual compensation
shift
absence codes

The names of free dimension 1 and free dimension 2 may vary between organizations. For example, they may be named Type or Compensation.

Filter by dimension

Each dimension has its own tab in the filter.

To add options:

Open the employee group tab under Admin > Employee > Employee group.
Click Filter.
Select the relevant tab, such as Project.
Click the plus icon.
Add the required options.
Click Save.

Each tab shows how many options have been added to the filter.

What do employees see in My Capitech?

Employees who belong to an employee group with an active My Capitech filter will generally only see the options included in the filter.

Example:

If your organization has many active projects, but only two projects have been added to the filter, the employee will only be able to select those two projects in My Capitech.

If a filter contains no values, all values for that dimension are shown by default.

Options suggested from a scheduled shift

If an option is suggested to an employee from a scheduled shift, it may still appear in My Capitech even if it is not included in the filter.

Example:

A manager has scheduled a shift for a project, but the project has not been added to the employee group filter. My Capitech may still suggest the project and allow the employee to register hours for that project for the relevant shift.

For other registrations or days, the employee will only be able to select values included in the filter.

This allows the workflow to continue even if a filter is not fully up to date.

Frequently asked questions

What are employee groups used for?

Employee groups are used for calculation rules, personnel costs, My Capitech filters, absence calculations, and checks for missing attendance, among other purposes.

Can an employee be part of multiple employee groups?

Yes. An employee can be a member of several employee groups.

How do you create calculation rules for a new employee group?