Holiday & absence setup and reporting

Applying public bank holidays

Public bank holidays can be added to the system through Company Settings > Holidays and absence settings. Please note that if you have more than one company in WorkBook, you will need to create a new holiday calendar for each company. You can chose the company from dropdown the list in the toolbar.

Each employee in a company is by default related to the company holiday calendar, but it is possible to choose another calendar for an employee to be associated with in the column Holiday calendar in Employee settings > Employee settings setup. Useful if you have employees in your company based in another country.

Every year you will need to add the following year (doing it in advance will save you the trouble of remembering). Ensure the Hide period checkbox is ticked, so it will only show the open period in the Absence entry.

Absence jobs

When you wish to create the absence job you need to create the absence as an internal client and the client type as a holiday or illnesss.

This will make sure that you can’t register time on the holiday job.

It is not recommended to say that you can register time on any of the absence and holiday jobs.

Absence codes

The absence codes are the list employees can see when they enter absence. Each of the codes are related to a real job. If you want to add a new code, you will need to add a new job to the Holiday / Absence settings in your system or chose a job already added.

As seen from the screenshot below the last two codes are related to the same job. When an employee enters an absence, the system will check the basic time from the employees capacity profile, for the particular day, and input the amount of hours to the time sheet and the job.

Absence combinations

You can get WorkBook to count absence by 3 different methods.

  1. If the day type is set as “Leave (Paid by company)” and the holiday type is set as “Holiday/leave” then it counts as “Holiday/Leave” and will subtract the days from the Holiday/Leave count. This is marked as orange in the picture below. The system variable 939 controls if you have can use more absence than what you have available.
  2. If the day type is set as “Holiday (paid by employee)” it doesn’t matter what the holiday type is. It will always count on the “Earned” account marked as red in the picture below. The system variable 939 controls if you can use more absence than what you have available.
  3. If the day type is set as “Sick leave (paid by company)” it doesn’t matter what the holiday type is. It will always count on the “Sick leave” account marked as blue in the picture below.

All others day type and holiday type combinations doesn’t count in the employees absence and sick leave.

Below is a picture of how the holiday status is shown for the employee under Time & material.

Note that System variable 1025 can be turned off hiding  Earned, Holiday/leave and sick leave.

It is always a good idea to make different jobs for the different absence types that you have.

Approval workflow

As you can see from the screenshot below the highlighted row has an approval check mark applied. This means that if a user selects this code from the absence entry, an approval process will be initiated. You setup the approval roles from here:

If you have made any changes to the approval flow you need to update all entries with the new approvers. This will remove any approvers that have been removed in the approval flow and add any new approvers.

 

Checking up on non-approved absence entries

You can access this list to see a complete list of non-approved absence entries. This is useful if an employee asks the status of a holiday approval. Note that this is not available in HTML yet.
Note that the employee are able to run a similar list, only limited to entries made by the employee:

For more information on how to enter absence and what an employee can see, click here.

Regarding activities

Absence entries are identical to regular time entries with the sole exception that they are created in the Time Entry module as an absence request. This means that they must also have an activity. There are no absence entry tasks, so as a default, the absence activity will be the employee’s default activity (as set up in the Employee basic setting).

What does this mean for you? Probably not much, but you may find that this gives a wrong impression, if for example absences are assigned (by default) to an expense account which should only be used for billable time.

Useful reports

There are a number of useful reports various places in the system, that relates to absence, these can be found in the resource module.

Employee holiday and flex view – Report 263
Holiday calendar 12 weeks – Report 115
Holiday yearly overview – Report 173

Employee profitability – Report 323
Employee time distribution monthly view – Report 72
Employee time statistics – Report 123

The employee can also view personal entries, from the reports located here:

Flex and absence list – Report 342
Employee holiday and flex view – Report 263

Transferring unused holiday

If an employee haven’t been using all their earned holiday, you can transfer the unused holiday to next year. Simply add the number of days into the Transferred column as seen below. This is not yet possible in HTML.

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