In addition to tracking working hours, it is also important to manage absences for an effective timesheet. If you go to Settings > Timesheet > Absences in TimeTrack, you can view the absence types. In TimeTrack there are already predefined absence types, namely vacation, leave (½ day), special leave, home office, sick leave and time off.
As an admin, you can manually define new leave types, such as ‘Continuing Education’. To do so, click on ‘New Leave Type’. First choose a color so that you can find your way around better later in the paid leave report. Then enter the name of the absence and the short code.
You can decide whether the leave day should be counted as regular paid leave or if the hours should be deducted. For a regular leave day, the absence is deducted from the leave entitlement. In the case of compensatory time, on the other hand, the absence takes place as time off. An example of this would be taking time off to compensate for your overtime.
Under Attendance Tracking > Leave/Absence > Requests, you can get an overview of all leave and absence requests. You can also filter by user name and absences to see a specific employee’s absences. Each absence request can be downloaded as a PDF. To do so, click the icon next to the absence status.
Each absence must be approved or disapproved by the admin. To do so, click on ‘Approve’ or ‘Disapprove’. You can also withdraw your approval if it was an error. If an absence is approved, the paid leave report will be updated automatically.
A new absence can be requested by clicking on the plus icon in the upper left corner. Absences can be requested both for individuals and for groups. For both options it is necessary to specify the names of the users, the absence type and the time period. Optionally, one can add notes and files. In case of a group absence request, you can also choose whether the employees should be notified or not. The requests for group absences are approved automatically. Click on ‘Save’ when you have entered all the necessary information.
You can get a clear overview of absences under Attendance Tracking > Leave/Absence > Calendar. In addition to a calendar view, you can also work with a list view. To do so, click on the corresponding icon in the upper left corner. Select the employees and absence types by clicking on the corresponding settings icon. All absences will be displayed in the assigned color in the absence calendar.
In the paid leave report you can view the leave entitlement for the current year, the carryover of the leave days from the previous year and the planned, used and open leave days. To do this, first select an employee in the upper left search bar. The vacation entitlement is automatically calculated from the employee’s working hours model. To carry over vacation days to the next year, create a new paid leave carryover. To do this, you just need to specify the number of days and click on Save.
From the menu, go to Attendance Tracking > Reporting > Absence Report to view a report specific to the absences. You can filter by employees and leave types, as well as select a time period. All absences are displayed as short codes and by employee. The absence report can be downloaded in both CSV and Excel formats.
Normally, every employee can see the absences of other employees. However, under Data management > Users you can determine the user rights. With the permission ‘Can see absence type‘ you can prevent someone from seeing the type of absence.
If you have teams within your company, you can set that specific team leaders see the absences of their team members. To do this, go to Settings > Working time recording > Absence and define the visibility in calendars and requests.
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