--- title: "Warnings upon registration and approval of absence" url: "https://help.capitech.no/en/article/warnings-upon-registration-and-approval-of-absence" language: "en" last_updated: "2026-05-15T11:43:35.421Z" --- # Warnings upon registration and approval of absence When you register or approve absence in Capitech Flow, the system can display warnings if the absence violates existing rules, settings, or registrations. The warnings help you control absence before it is saved or approved. ## What are absence warnings? Absence warnings are messages displayed when you register or approve absence in Capitech Flow. The warnings may apply to, for example: - self-certified sick leave - self-certified child sickness absence - vacation balance - overlap with other absence - overlap with time registrations - overlap with hours exported to payroll - absence longer than 12 months The warnings are intended to help you ensure that absence is registered correctly. ## When are the warnings shown? Warnings can be shown when you: - register absence directly for an employee - approve an absence request - open and modify a registered absence - save changes to absence In addition to the standard warnings, your organization may have custom alerts adapted to internal needs. * * * ## Self-certification warnings ### New employee has worked for less than 2 months As a general rule, new employees must have been employed for 2 months before they can use self-certified absence. The system warns if: - you register self-certified absence for an employee who has been employed for less than 2 months The purpose is to make you aware that the employee may not have earned the right to use self-certified absence. ### Breach of earned right to self-certified absence after sick leave period The right to use self-certified absence may have to be re-earned after a sick leave period. Self-certified absence can be used after a sick leave if the absence is within the employer's period, and the employee has resumed work at least one day after the sick leave. If the sick leave period extended beyond the employer's period, the employee must re-earn the right to self-certified absence. A new employer's period arises when the employee has resumed work and been fit for work for 16 calendar days. The system warns if: - a continuous period of absence due to illness with self-certifications and doctor's notes is 16 days or more - you register a self-certification before 16 calendar days have passed after the end of the continuous period of absence due to illness The purpose is to prevent self-certification from being registered when it is not permitted. Read more in Lovdata [here](https://lovdata.no/nav/folketrygdloven/kap8#:~:text=%C2%A7%208%2D24.&text=For%20%C3%A5%20f%C3%A5%20rett%20til%20%C3%A5%20nytte%20egenmelding%20m%C3%A5%20arbeidstakeren,arbeidsgiveren%20i%20minst%20to%20m%C3%A5neder.). ### Loss of earned right to self-certification after leave of absence or temporary layoff After an interruption of work due to leave of absence or temporary layoff, the employee may have to re-earn the right to self-certification. The system warns if: - you register a self-certification before 4 weeks, meaning 28 days, have passed after a continuous period of 100% temporary layoff or leave The system does not distinguish between statutory and non-statutory leave. See Lovdata for definitions of leave, [here](https://lovdata.no/dokument/NL/lov/1997-02-28-19/KAPITTEL_4-4-2#%C2%A78-24). The purpose is to prevent self-certification from being registered before the right to self-certification has been re-earned. Read more in Lovdata, the National Insurance Act ยง8.24, [here](https://lovdata.no/nav/folketrygdloven/kap8#:~:text=%C2%A7%208%2D24.&text=For%20%C3%A5%20f%C3%A5%20rett%20til%20%C3%A5%20nytte%20egenmelding%20m%C3%A5%20arbeidstakeren,arbeidsgiveren%20i%20minst%20to%20m%C3%A5neder.). ### Too many self-certified sick leaves registered Your organization may have a limit on how many times an employee can use self-certification during a period. This is often set to 4 times in the last 365 days, but the limit is controlled by the client settings for absence. The system notifies if: - the number of self-certifications in the last 365 days exceeds the limit defined in the client settings The purpose is to give you an overview and control over the use of self-certificatied sick leave. ### The employee has lost the right to self-certified sick leave An employee may lose the right to use self-certification for a period. This does not happen automatically. If the right to self-certification has been withdrawn, this must be registered for the employee in the employee register. Read more about what NAV writes about losing the right to self-certification [here.](https://www.nav.no/egenmelding/en#lose-right) The system notifies if: - the employee is registered with a block for using self-certification in the employee register The purpose is to prevent self-certification from being registered when the employee temporarily does not have the right to use self-certification. * * * ## Warnings for self-certified child sickness absence ### New employee has worked for less than 4 weeks As a general rule, new employees must have been employed for 4 weeks before they can use self-certified absence due to child's illness. The system notifies if: - you register self-certified absence due to child's illness before the employee has earned the right to do so based on employment period. ### Care days for child sickness absence have been exceeded There is a limit to how many care days an employee can use for child's illness per year. The number of available care days can either: - be calculated automatically per employee, based on children registered in **My Capitech** - be retrieved from the client settings for absence The system notifies if: - the number of self-certified child sickness absence days in the current year exceeds the limit The purpose is to make you aware that the limit for care days may have been exceeded. * * * ## Warnings about vacation ### Negative vacation balance The system warns if a vacation registration will result in a negative vacation balance. The system alerts if: - the absence being registered exceeds the available vacation days For vacation that crosses into a new year, the warning takes into account vacation balance for both the current year and next year. The purpose is to prevent vacation from being registered without the employee having enough vacation days available. * * * ## Warnings about overlap ### Overlap with other absence The system allows overlapping absence, because there are cases where multiple absence types can apply to the same day. An example could be time off in lieu in the morning and paid leave of absence in the afternoon. The system notifies if: - the absence overlaps with other registered absence The purpose is to make you aware that there is already absence in the same period. ### Overlap with time registration Absence should usually not overlap with time registrations, but it can happen in some cases. An example is partial sick leave, where the absence is registered from the start of the shift, while the employee registers working hours at the times they actually work. The system notifies if: - the absence period overlaps with existing time registrations The warning shows how many time registrations overlap. The purpose is to ensure that absence and registered working hours correspond. It may be necessary for the manager to manually correct the registrations. ### Overlap with hours exported to payroll Absence that overlaps with hours already exported to payroll can lead to discrepancies. This applies when using **extended payroll export**, where it is possible to make changes in periods where payroll has already been run. The system notifies if: - you open an absence for editing where the period overlaps with hours already exported to payroll - you make changes to such an absence after the payroll data has been exported - your organization uses extended payroll export The warning only appears if the employee is active in flexitime. When changing the absence, flexitime is not automatically recalculated. You must therefore manually check and, if necessary, correct payroll, hours, and flexitime afterwards. The purpose is to make you aware that changes in exported periods may require manual follow-up. * * * ## Other warnings ### The absence is longer than 12 months If you register an absence that lasts for more than one year, the system displays an alert. The system alerts if: - the absence is longer than 365 days The purpose is to prevent incorrect registrations, for example, if the wrong year is selected when registering the absence. * * * ## What should you do when you receive a warning? When you receive a warning, you should check the information before saving or approving the absence. Check specifically: - if the correct employee is selected - if the correct absence code is used - if the date and period are correct - if hours and absence percentage are correct - if the absence overlaps with hours or other absence - if the employee is entitled to self-certification - if vacation balance or care days are sufficient A warning does not always mean the registration is incorrect, but it means you should review the absence before proceeding. ## Frequently asked questions **Why do you receive a warning when registering absence?** You receive a warning if the absence may violate rules, settings, or existing registrations in Capitech Flow. **Can you save absence even if a warning is displayed?** In some cases, you can proceed after reviewing the warning. In other cases, the absence must be corrected first. This depends on the type of warning and your setup. **Why do you receive a warning about self-certified sick leave?** You receive a warning about self-certification if the system finds conditions that may affect the right to use self-certification, for example, too short employment period, too many self-certifications, or a block on self-certification. **Why do you receive a warning about child sickness absence?** You will receive a notification if the employee has not earned the right to self-certification for a child's illness, or if the number of care days may have been exceeded. **What does a negative vacation balance mean?** A negative vacation balance means that the registered vacation absence exceeds the number of available vacation days for the employee. **What does overlap with time registration mean?** It means that the absence overlaps with hours already registered for the employee in the same period. **What does overlap with hours exported to payroll mean?** It means that the absence affects a period where hours have already been exported to payroll. You must then check if salary, hours, or flexitime need to be manually corrected. **Can you have your own warnings in addition to the standard warnings?** Yes. Capitech Flow also supports custom notifications that can be adapted to the organization's needs.