Why are absence hours not calculated?

Why are planned shifts important for absence?

When an employee is active in Plan, Capitech Flow uses planned shifts as the basis for calculating absence hours.

This means that absence is usually calculated based on the working hours planned for the employee on the days the absence applies to.

If there are no planned shifts, the system may lack a basis for calculating absence hours.

This applies to most types of absence. Vacation is calculated differently.

Check absence after registration or approval

Once you have approved an absence request or manually registered absence, you should open the absence and check that it has been created on the correct days.

You do not necessarily do this to find a system error, but to check whether planned shifts are missing for the employee in the period.

If the manager has forgotten to plan work on days the employee is absent, the absence may be missing absence hours.

If the employee is missing absence on certain days

If absence transactions are not created for all the days it should apply to, you should check if the employee has planned shifts during the period.

Here's how to do it:

1. Open the absence in Absence.
2. Check which days have absence hours.
3. Open Operational Plan in a new tab.
4. Enter shifts for the employee on the days that lack planned work.
5. Go back to the absence.
6. Save the absence again.
7. Check that the absence hours are updated.

When the absence is saved again, the absence is recalculated based on planned working hours.

You can also manually add missing days to the absence if needed.

The message "No day transactions were generated"

When you register or approve absence, you may receive the message:

No day transactions were generated

This means that the system has not created absence days or absence hours for the registration.

This can happen if:

• the employee is active in Plan, but has no shifts in the period
• the absence is registered on a weekend or public holiday
• it is not defined that absence should be calculated on these days

When you receive this message, you should open the absence and check it manually.

What do you do when absence has not received transactions?

1. Open the absence.
2. Check if absence days or absence hours are missing.
3. Open Operational Plan in a new tab.
4. Enter shifts for the employee on the days the absence applies.
5. Go back to the absence.
6. Save the absence again.
7. Verify that the absence is now correctly calculated.

You can also manually enter the absence days directly on the absence.

If the employee works reduced hours

If the employee works reduced hours, you must verify that the absence hours match the reduced working hours.

Here's how to do it:

1. Approve or register the absence.
2. Open the absence.
3. Verify that the absence is generated based on the correct work schedule.
4. Change the number of hours on the relevant days if the hours do not match.
5. Save the absence.

Absence hours should correspond to the working hours the employee would actually have had on the relevant days.

If there are hours on the same day as the absence

If you register absence on a day where time registrations already exist, you will receive a notification when saving.

This can happen, for example, if:

• the employee has already registered hours
• automatic time registration has created hours from the work schedule
• the absence is registered afterwards

When this happens, you must consider whether the hours should be adjusted or deleted.

If both hours and absence are on the same day incorrectly, it can lead to an incorrect basis for payroll, flexitime, or reporting.

Important about vacation

Vacation is not calculated in the same way as other absence.

When registering vacation, time set in the operational plan is normally not used as a basis. Vacation is calculated by default with 7.5 hours per day Monday to Friday.

On weekends and public holidays, automatic vacation is normally not created. If vacation is to be registered on such days, the days must be entered manually for the absence.

If you need to change the number of hours from 7.5 hours, you do this by opening the absence and adjusting the hours on the relevant days.

Frequently asked questions

Why are absence hours not calculated?

If the employee is active in Plan, but does not have planned shifts during the absence period, the system may lack a basis for calculating absence hours.

What does «No day transactions were generated» mean?

It means that the system has not created absence days or absence hours for the absence. You should check if the employee has planned shifts during the period.

What do you do if the absence is missing days?

Enter shifts for the employee in operational plan, go back to the absence, and save the absence again. You can also manually enter the days for the absence.

What do you do if there are already hours on the day?

You must consider whether the hours should be adjusted or deleted, so that absence and working hours do not provide an incorrect basis.

Is vacation calculated based on planned shifts?

No. Vacation is normally calculated with 7.5 hours per day Monday to Friday, and does not use planned shifts in the same way as other absence.