Register absence for employees in Flow
When do you use this function?
You use this function when you need to register absence directly for an employee.
This applies to absence entered by a manager, superuser, or others with access to absence registration in Flow. Absence registered directly by a manager does not require approval as an absence request.
How to register absence
- Go to Absence in the menu at the top of the page.
- Click the plus icon in the top left.
- Select employee from the dropdown list.
- Select department for the absence.
- Select the correct absence code.
- Fill in any dimensions, for example project, if this is enabled for absence.
- Select From-date and To-date for the absence.
- Check Part of day if the absence does not apply to full days.
- Fill in time and number of hours if the absence applies to parts of a day.
- Check Is work-related if the absence is related to work.
- Adjust the absence percentage if the absence applies to partial absence, for example partial sick leave.
- In this case, remove the selection for Part of day and use Generate reduced days instead.
- Add a comment if needed.
- Click Save to create the absence.
What do the fields in absence registration mean?
Field | Explanation |
|---|---|
Employee | The person the absence should be registered for. |
Department | The department the absence should be linked to. |
Absence Code | The type of absence, for example vacation, self-certified sick leave, sick leave, or time off in lieu. |
Dimensions | Additional categories that may be enabled for your organization, for example, project. |
From and To | The dates the absence applies to. |
Part of Day | Used when the absence only applies to part of a working day. |
Time and Hours | Specifies the time and number of hours for partial absence. |
Is work-related | Used if the absence is related to work. |
Is counting as absence | Indicates whether the absence should count as an absence instance. |
Absence Percentage | Used for graded absence, for example, partial sick leave. |
Comment | Optional comment for the absence. |
Part of Day
If the absence does not apply to a full day, you must select Part of Day
Then you can fill in:
- time
- number of hours
- other details for the day in question
This is relevant if the employee is only absent for part of the working day.
Self-certified sick leave and counting as absence
For absence codes for self-certified, the system will automatically suggest that self-certified sick leave has been used. The system also calculates the number of days.
The option Is counting as absence is enabled by default. This should usually remain on.
In special cases, you can uncheck the box for:
- Is self-certified
- Is counting as absence
This should only be done if the absence is not to count as self-certification or an absence instance.
Summary and details after saving
When the absence is saved, a summary is displayed at the top of the page.
You can also see details for each day in the absence period.
The summary shows, among other things:
Field | Meaning |
|---|---|
Hours of absence | Sum of the total hours in the absence. |
Absence days | Number of days with calculated absence. |
Calendar days | Number of calendar days in the absence period, from and including the From date to and including the To date. |
Override absence details
If needed, you can override the details of the absence.
For example, you can adjust:
- time
- number of hours
- department
- paid or unpaid absence
- other details per absence day
You can also add a new row using the plus icon above the transactions.
Where is registered absence shown?
Once absence is registered, it can be displayed in several places.
Managers can view absence in:
- Hours
- Absence
- Plan
The employee can view absence in My Capitech.
What do Pending and Registered mean?
Status | Explanation |
|---|---|
Pending | Absence requests awaiting approval. |
Registered | Absence that has been registered directly, or absence approved from a request. |
Register multiple absences with the same absence code on the same day
It is not possible to register two separate absences with the same absence code for the same employee on the same day.
Example: You cannot register two separate instances of Time off in lieu for the same employee on the same day.
If the employee is to have multiple absence lines with the same absence code on the same day, you must add an extra absence line to the existing absence.
Here's how to do it:
- Open the first absence.
- Add an extra absence line by clicking the plus sign in the upper left corner.
- Fill in the empty fields.
- Fill in start and end times.
- Select department.
- Fill in the hours.
- Fill in any information about paid absence.
- Click Save
If an employee has submitted two absence request with the same absence code on the same day, you should reject one of the applications. Add a comment to the employee explaining why the application is rejected.
Frequently asked questions
How do you register absence for an employee?
Go to Absence, press the plus icon, select employee, department, absence code, and date, and press Save.
When should you use Part of Day?
You should use Part of day when the absence only applies to part of a working day.
What does Is counting as absence mean?
Is counting as absence means that the absence should count as an absence instance. This is usually turned on and should only be removed in special cases.
Can you register partial sick leave?
Yes. You can adjust absence percentage if the absence applies to graded sick leave or other graded absence.
Can you register two absences with the same absence code on the same day?
Not as two separate absences. You must open the existing absence and add an extra absence line.
Where does the employee see the absence?
The employee can see registered absence in My Capitech.