Absence calculation rules

What are absence calculation rules used for?

Absence calculation rules are used when you want Capitech Flow to calculate absence automatically based on the correct standard working hours.

This is useful if working hours differ between:

• employees
• employee groups
• departments
• periods
• seasons

For example, some employees may have different working hours in summer and winter. You can then create separate calculation rules for the different periods.

How are calculation rules, prerequisites, and normal working hours connected?

A calculation rule consists of three main parts:

Create an absence calculation rule

Here's how to create a new calculation rule:

1. Go to Admin - Absence - Calculation - Calculation rules absence.
2. Click the plus icon in the top-left corner.
3. Enter the required number.
4. Enter a name for the calculation rule.
5. Select a validity type.
6. Enter the dates if the rule should apply during a specific period.
7. Go to the Setup tab.
8. Select the correct normal working hours.
9. Add prerequisities for the rule.
10. Click Save.

Select validity type

The validity type determines when the calculation rule applies.

If you select a period, enter the start and end dates without a year.

Use the following format: DD.MM

This means that the rule applies during the same period every year.

Example: 01.06–31.08

You can use this for recurring winter and summer working hours, for example.

If the rule should only apply during a specific date range, select the date-range validity type and enter the dates with the year.

Select normal working hours in the Setup tab

On the Setup tab, select the normal working hours to use for the calculation rule.

If suitable normal working hours already exist, select them from the drop-down list.

If suitable standard working hours do not exist, you must first create them under:

Admin - Absence - Calculation - Normal working hours

Once the normal working hours have been created, return to the calculation rule and select them on the Setup tab.

Add prerequisites for the calculation rule

Prerequisites determine when the calculation rule applies.

You can add conditions based on:

• employee
• employee group
• department
• absence code
• duty type

To create a prerequisite:

1. Open the calculation rule.
2. Go to the Prerequisites calculation rule tab.
3. Click the plus icon in the top-left corner.
4. Select the relevant conditions for this absence rule.
5. 1. Select an employee if the rule should only apply to one specific employee.
   2. Select an employee group if the rule should apply to a specific employee group.
   3. Select a department if the rule should apply to a specific department.
   4. Select an absence code if the rule should apply to a specific code.
   5. Select a duty type if the rule should apply to specific duties.
5. Click Save.

If the rule should apply to several departments, add one row for each department.

If the rule should apply to several employee groups, add one row for each employee group.

Create normal working hours

Standard working hours define the days, times, and hours to use when calculating absence.

How to create normal working hours:

1. Go to Admin - Absence - Calculation - Normal working hours.
2. Click the plus icon in the top-left corner.
3. Enter the required number.
4. Enter a name for the normal working hours.
5. Select the days for which absence should be calculated.
6. Enter the start and end times.
7. Enter the number of absence hours to calculate for those days.
8. Click Save.

Note:
If, for example, Monday–Friday and Holidays are selected, absence will only be calculated for a holiday if it falls on a Monday–Friday. It will not be calculated for holidays falling on a Saturday or Sunday, as absence has not been enabled for those days of the week.

Once the normal working hours have been created, you can select them for a calculation rule on the Setup tab.

Test the calculation rule

You should always test new or updated calculation rules before using them in normal operations.

Test the rule by creating a trial absence entry for an employee to whom the rule should apply.

Check that the absence has the correct:

• dates
• times
• number of hours

If the result is not as expected, check:

• the rule’s validity period
• the selected normal working hours
• the rule’s prerequisites
• whether another rule is applied before this rule

Important information

• You can create as many absence calculation rules as you need.
• Calculation rules can be used for different employees, employee groups, departments, absence codes, and duty types.
• Standard working hours must exist before they can be selected for a calculation rule.
• A period entered without a year applies every year.
• To include several departments or employee groups, add multiple condition rows.
• Always test new rules with trial entries before using them in normal operations.

Frequently asked questions

What are absence calculation rules?

Absence calculation rules determine how Capitech Flow calculates days, times, and hours when absence is registered.

What are normal working hours?

Normal working hours are the setup that defines the days, times, and hours to use when calculating absence.

What do the prerequisites for a calculation rule mean?

The prerequisites determine who or what the calculation rule applies to, such as an employee, employee group, or department.

How do you create a rule for several departments?

Add one condition row for each department.

How do you create a rule that applies every year?

Select the period validity type and enter the start and end dates without a year, for example 01.06-31.08.