Just like worked hours, you can also keep track of a team member's hours of absence. When you add a new hour entry, you can change the 'Type of hours' to Leave recorded, Sick, or Special leave. By default, the type is set to Hours worked, but you can simply click on it and choose a different option.
Type of absence
Sick hours
If someone is sick, there are two things to consider:
Report sick in the planning
To avoid scheduling a sick team member, you can mark them as sick in the schedule. If they’re already assigned to shifts, those shifts will be flagged as a conflict to alert you that a replacement may be needed. It’s best to remove the sick team member from the schedule by either assigning someone else to the shift or deleting it.
➡️ This article explains in more detail how to report a team member as sick.
Register sick hours
Marking someone as sick in the schedule does not automatically register their hours as sick leave. When you end their sick leave in the system, you’ll be able to enter the number of sick hours to be added to the time registration. If this isn’t registered correctly, the overtime balance may become inaccurate for team members with fixed-hours contracts.
There are two methods for registering sick hours:
If a team member was already scheduled, their shifts will also appear in the time registration as 'Scheduled'. When approving these hours, you can change the type to 'Sick' (see the image at the top of the page).
➡️ Finalise the active sick report with 0 hours to make sure sick leave isn't recorded twice.
If the team member was removed from the planning, you can finalise the sick report as soon as someone is back to work.
➡️ In this case, enter the correct number of sick hours in the sick report.
If you didn’t create a sick report, but did remove the team member from the schedule, you can still add sick leave hours manually in the time registration.
Navigate to the time registration and click '+Hours' (also possible via 'Tools').
For the type of hours, select 'Sick' (see the image at the top of the page).
➡️ Learn more about manually adding hours: 'Add a new hour entry'.
Leave hours
If applicable, leave hours are deducted from the team member's leave balance. That's why they must be properly registered - otherwise, their leave balance will be inaccurate. Registered leave hours also help keep the overtime balance accurate during time off, as they replace the hours that would have been worked.
There are two ways to register leave hours:
Leave hours typically appear in the time registration through a leave request. In the request, you specify the number of hours being taken. Once approved, these hours are automatically added to the time registration as leave.
If no leave request has been submitted, you can still record leave hours directly in the time registration. Simply add a new hour entry and select ‘Leave recorded’ as the hour type.
Special leave hours
Special leave is used when a team member is unable to work, but continues to be paid. It has the same effect as worked hours: the hours are not deducted from the leave balance, count as worked hours in the overtime balance, and are included in labour costs.
➡️ This is often due to special circumstances, such as a funeral, but is sometimes also used for parental leave. You decide in which cases you apply this type of hours.
Here's how you can register special leave:
You can add a new hour entry and select ‘Special Leave’ as the hour type.
It may happen that a team member was already scheduled and their shift was not removed. In that case, this shift will reappear in the time registration as ‘Scheduled’. You can open the hour entry, change the type to ‘Special leave’, and then approve it.
Is it for a longer period? You can also submit a leave request. Once approved, the hours will appear as ‘Leave’. You can then select these hours, and change them to ‘Special leave’ all at once.
Parental leave
There is currently no specific hour type for Parental leave. You can choose to register it as Leave, Special Leave, or leave it unregistered. The option you choose may affect the leave balance, overtime balance, and possibly salary payment. The exact impact depends on your company's policies.