Client Settings - Absence

In the Absence tab, you manage the core settings for the absence module in Capitech Flow. These settings affect the calculation of absence hours, self-certified absence warnings, care days for sick children, vacation, break setup, time categories, and the dimensions used for absence registrations.

You can find the tab here:

Admin → Client Settings → Absence

Normal working hours

Under Normal working hours, you specify the start time, end time, and standard number of hours per day.

These settings are used to suggest the correct times and number of absence hours per day when absence is registered.

Number of self-certified absences before a warning

Number of self-certified absences before warning controls when the manager receives a warning about self-certified absences.

A warning is issued when the specified number of self-certified absences is registered within 12 months.

Example: If the number is set to 3, the manager receives a warning when the third self-certified absence is registered in a 1 year period.

Number of child care days before warning

This setting controls warnings for the sick child absence type, also called care days.

You can use automatic or manual calculation.

Automatic calculation of care days

With automatic calculation, the system calculates the number of care days for sick children based on the children registered for the employee.

A manager can add children in the employee register in Capitech Flow. For a more efficient workflow, we recommend allowing employees to register their children in My Capitech if you want to use this feature.

Manual calculation of care days

With manual calculation, the manager receives a warning when the specified number of sick child days has been registered during the calendar year.

Example: If the number is set to 10, the manager receives a warning on the tenth sick child day.

If an employee is entitled to more than the standard number of care days, this must be specified manually for the employee in the employee register.

Vacation days that can be transferred to a new year

This setting is used when transferring vacation.

The manager receives a warning if the number of vacation days transferred to a new year exceeds the specified limit.

Read more about transferring vacation in the separate article Register and correct vacation days.

Number of vacation days

Number of vacation days is used as a suggested value when you create vacation days for a new vacation year.

You can change the suggested value before saving if necessary.

Work break

Under Work break, you can specify which break setup to use when registering absence.

If you use a break setup, Normal amount of hours per day should be entered as the gross time before breaks.

Example:

Start: 08:00
End: 16:00
Hours per day: 8

If you do not use a break setup, it is common to enter the working time after deducting breaks.

Example:

Start: 08:00
End: 16:00
Hours per day: 7.5

Time category

Under Time category, you specify which time category to use for absence.

The time category is used to calculate and categorize absence in the system.

Calculate absence

Under Calculate absence, you select the days on which absence should be calculated by default.

These can include:

normal working days, Monday to Friday
public holidays
other relevant day types

Holiday calculation on weekdays

Holiday calculation weekdays controls how vacation days are deducted when employees register vacation.

When this setting is enabled, vacation days are deducted five days per week, Monday to Friday. This applies regardless of how many days the employee is contracted to work during that week.

This is common and appropriate because four weeks of vacation will deduct 20 vacation days, regardless of whether the employee works full-time or part-time.

This is shown for each day on the absence entry in the Vacation day column, with the value Yes or No. You can change the value if necessary.

If the setting is not enabled, vacation days are only deducted on days when the employee has contracted working time or an absence transaction.

Example: If an employee works two days per week and registers four weeks of vacation, 8 vacation days are deducted.

Manager settings

Under Manager settings, you can control whether managers can register and approve their own absence.

The Permit managers to self-register absences setting controls whether managers in Capitech Flow can register their own absence and approve their own absence codes.

This setting is only available if a relationship between the manager and employee has been established through one of these options:

Simployer login
Microsoft Entra ID / Azure login
managers are linked to employees through employee linking in Flow under Admin → Security → Users

Dimensions

Under Dimensions, you specify which dimensions to use when registering absence.

You can specify dimensions for:

Capitech Flow, when managers register absence
My Capitech, when employees apply for absence

You can also specify which dimensions are required.

Department is a fixed dimension. It cannot be disabled and is always required.

For example, if Project is enabled and set as required, a project must be selected before the absence can be saved.

Important information about required dimensions

If you make a dimension required, the absence cannot be saved until the dimension has been completed.

Before making a dimension required, check that all employees and managers have at least one valid option they can use.

Important to know

The settings in the Absence tab can affect how absence is calculated, displayed, reported, and registered in both Capitech Flow and My Capitech.

You should therefore understand what a setting does before changing it.

Frequently asked questions

What is the Absence tab used for?

The Absence tab contains the core settings for the absence module, including normal working hours, vacation, self-certified absence, sick child days, time categories, and dimensions.

What do normal working hours mean in the absence settings?

Normal working hours are used to suggest the times and number of hours per day when absence is registered.

When does the manager receive a warning that the self-certified absence limit has been reached?

The manager receives a warning when the number of self-certified absences within 12 months reaches the limit specified in client settings.

What happens if a dimension is required?

If a dimension is required, it must be filled before the absence can be saved.

Can employees register their children in My Capitech?

Yes, if your organization allows it. This can provide a more efficient workflow when calculating care days for sick children.

What does vacation calculation on weekdays do?

Vacation calculation on weekdays means that vacation is normally deducted from Monday to Friday. For example, four weeks of vacation will deduct 20 vacation days, regardless of planned working hours.