Mass-register absence for multiple employees

What is mass registration of absence?

Mass registration of absence means that you can create the same absence for many employees in one operation.

This makes it faster to register absences for groups, departments, or selected employees.

Bulk registration is suitable for example for:

• collective vacation
• temporary layoff
• courses or training
• other absences affecting multiple employees at the same time

Where can you find mass registration of absence?

You can find bulk registration in Absence in Capitech Flow.

Go to Absence, and click the icon for bulk absence registration on the left side of the screen.

How to create mass-registered absence

1. Go to Absence in Capitech Flow.
2. Click the icon for mass absence registration on the left side of the screen.
3. Click the plus icon to create a new bulk registered absence.
4. Enter a clear description of the absence.
5. Select relevant employees.
6. Select department.
7. Select the correct absence code.
8. Fill in dates and other fields.
9. Click Save.

When you save, the absence is created for the selected employees.

If many absences are to be created, the registration may take some time. You will then see a window where you can choose to leave the view and do something else while the absences are being created.

Use a clear description

Give the mass registration a description that makes it easy to understand its content.

Examples of good descriptions:

• Shared vacation July 2029
• Temporary layoff warehouse department week 12
• Planning day administration
• Training day all employees May 10

A clear description makes it easier to find the bulk registration later.

View status for mass-registered absence

In the mass registration overview, you can see the status of all bulk-registered absences in the selected period.

You can also filter the overview, for example by:

• department
• project
• employee
• absence code
• period

If you have chosen to create absence for, for example, 50 employees, the number will count up as the absences are created.

Example:

45/50 means that absence has been created for 45 out of 50 employees.

If an absence cannot be created, for example due to a conflict with existing absence, the status may end up as, for example, 49/50

Click on the description, in green, of the mass-registered absence to see detailed status per employee.

Edit mass-registered absence

You can edit an existing mass-registered absence by opening the mass registration.

Here's how:

1. Go to the overview for mass absence registration, by clicking the icon on the left side in Absence.
2. Click on the mass-registered absence you want to edit.
3. Edit relevant fields.
4. Add or remove employees if needed.
5. Click Save.

When you save, the changes are applied to all affected absences.

What happens when you change employees or dates?

If you change a mass-registered absence, the absences belonging to the mass registration are updated.

Example: You change the To date, add 3 employees, and remove 1 employee.

When you save, this happens:

• the absence for the removed employee is deleted
• absences are created for the 3 added employees
• existing absences for the other employees are saved again with the new to date

Delete mass-registered absence

You can delete a mass-registered absence from the overview.

Here's how to do it:

1. Find the mass-registered absence in the overview.
2. Click on the three dots to the left of the row.
3. Click on the trash can icon.
4. Confirm that you want to delete the absence.

You will be asked for confirmation before the deletion is completed. This is to prevent absence from being deleted by mistake.

Disconnect one absence from a mass registration

Sometimes you may need to change or delete absence for only one employee, even if the absence is part of a mass registration.

In that case, open the relevant absence for the employee, not the bulk registration itself.

When you open or delete the absence, you will be notified that the absence is part of a mass registration.

You will then have the option to:

• decouple the absence from the mass registration
• cancel
• go to the mass registration

If you disconnect the absence, you can change or delete the absence for only this one employee. The employee is then automatically removed from the mass-registered absence.

When should you disconnect an absence?

Disconnecting an absence is relevant when only one employee should have a different absence than the rest of the group.

Examples:

• one employee should have a shorter absence period
• one employee should have a different absence code
• one employee should not have the absence after all
• one employee has a conflict with other absence or registered hours

Frequently asked questions

What is mass registration of absence?

Mass absence registration means that you can create the same absence for multiple employees simultaneously in Capitech Flow.

Where can you find bulk absence registration?

You can find the function in Absence in Capitech Flow, via the icon for mass registrations of absence on the far left of your screen.

Can you bulk register vacation for multiple employees?

Yes. You can use bulk registration to register common vacation for multiple employees simultaneously.

Can you change a bulk registered absence afterwards?

Yes. Open the mass-registered absence, make the changes and press Save. The changes will be applied to all affected absences.

What does status 49/50 mean?

It means that the absence has been created for 49 out of 50 employees. Click on the mass registration to see detailed status per employee.

What happens if you remove an employee from the mass registration?

The absence for the removed employee will be deleted from the mass registration, and will be shown as a separate absence when you save the change.

Can you change absence for only one employee in a mass registration?

Yes. Open the absence for the relevant employee and choose to disconnect the absence from the mass registration. Then you can change the absence only for this employee.

Can you delete mass-registered absence?

Yes. Click on the three dots on the mass registration, select the trash can icon and confirm the deletion.