How absence is calculated in Capitech
What does absence calculation mean?
Absence calculation means that Capitech calculates how much absence an employee should have on one or more days.
The calculation can determine:
- the days for which absence is created
- the times to which the absence applies
- the number of absence hours
- how the absence appears in reports, statistics, and any payroll export
This is particularly useful for organizations with different working hours for different employees, employee groups, departments, seasons, or specific dates.
For example, employees may have different standard working hours in summer and winter. The absence can then be calculated using the working hours that apply on the dates when the absence takes place.
Which sources are used to calculate absence?
Capitech Flow uses different sources to determine the correct basis for the absence.
If several sources are available, the system uses them in the following order of priority.
Priority | Source | What does it mean? |
|---|---|---|
1 | Part of day | Hours entered directly for the absence override other sources. |
2 | Plan | If the employee is active in Plan, absence is calculated from the duties in the plan. |
3 | Working time agreement | Used if the employee has a valid working time agreement. This only applies to Classic Tid. |
4 | Absence calculation rules | The system uses the first calculation rule whose conditions are met. |
5 | Employee group | Used if times and a number of hours have been defined for the employee group. |
6 | Client settings | Used as the default if none of the other sources apply. |
1. Part of day
If you enter times and hours using Part of day when registering the absence, these times override those from other sources.
This also applies if the employee is active in Plan or if you have absence calculation rules.
Important:
Part of day determines the hours. The days for which absence is created are still determined by the absence calculation rules, if such rules exist. If there are no calculation rules, the days are determined by the absence client settings.
2. Active in Plan
If the employee is active in Plan, absence is calculated from the employee’s planned duties.
This means that the absence is calculated using:
- the days on which the employee has duties
- the start and end times of the duties
- the number of hours in the plan
If an employee is active in Plan but has no duties during the period for which the absence is registered, no absence days or hours are calculated.
This happens because the system uses the plan as the basis for determining when the employee was expected to work.
Example:
If an employee requests time off in lieu from Monday to Friday but only has planned duties on Monday, Tuesday, and Wednesday, the absence is normally calculated only for the days with duties.
3. Working time agreement
If the employee has a valid working time agreement, it can be used as the basis for calculating absence.
This only applies to Classic Tid, not a standard Flow setup.
If only part of the absence period falls within the date range of the working time agreement, the agreement is only used for the dates on which it is valid.
Example:
If the working time agreement is valid up to and including 30 June and the absence is registered from 28 June to 3 July, the working time agreement is only used for dates up to and including 30 June.
4. Absence Calculation Rules
Absence calculation rules are used when you need different rules for different employees, employee groups, or departments. You can adjust these settings under Admin - Absence - Calculation - Calculation rules absence.
The system checks the rules from the highest priority down. The first matching rule is used.
For example, you can use absence calculation rules if you have:
- different working hours for different employee groups
- different working hours for different departments
- seasonal working hours
- separate rules for specific dates
- separate rules for public holidays or custom days
Important:
If absence calculation rules exist but none of them apply, no absence days or hours are calculated.
You should therefore normally have a general default rule at the bottom of the rule set.
For example, a default rule can use the following values:
Employee | Employee group | Department |
|---|---|---|
All | All | All |
This rule is used when no other calculation rules apply to the absence.
5. Employee group
If a start time, end time, and number of hours have been defined for the employee’s employee group, these can be used as the basis for calculating absence. You can adjust these settings under Admin - Employee - Employee groups.
This source is used if none of the higher-priority sources provide a basis for the calculation.
6. Client settings
If none of the other sources apply, absence is calculated using the standard working hours defined in Client settings under the Absence tab.
This is the organization’s default setup.
Why are no absence days or hours calculated?
If no days or hours are calculated for the absence, the system has often been unable to find a valid basis for the calculation.
Common reasons include:
- the employee is active in Plan but has no duties during the absence period
- absence calculation rules exist, but none of them apply
- the absence calculation rules do not include a general default rule
- the working time agreement does not cover the dates of the absence
- the employee group or client settings do not contain relevant working hours
Frequently Asked Questions
How is absence calculated in Capitech Flow?
Absence is calculated using the best available source for the employee and the relevant period. The system may use partial-day details, Plan, a working time agreement, absence calculation rules, an employee group, or client settings.
How is absence calculated for employees active in Plan?
For employees who are active in Plan, absence is calculated using the duties in the plan.
Why are absence hours not calculated for an employee?
This can happen if the employee is active in Plan but has no duties during the period, or if absence calculation rules exist but none of them apply.