When creating a new presence/absence type (or editing an existing type), the following form appears, divided into several tabs:
In general
Here you can set these attributes:
Presence/absence type name
Code
Who can use this type: Targeting the type to a specific group of employees, e.g. by type of employment contract, job position, place of work, etc. The presence/absence type will then be offered for use only to the selected group of employees.
Uses balance: Whether the absence type uses balance. If checked, the following fields will appear:
Default entitlement: Determines the number of hours for all employees that they can use for a given presence/absence type per calendar year.
Can be carried over (limit): Only the number of hours of absence set here can be carried over to the next year.
Published: After checking the checkbox, the absence type will be visible to employees.
Is working time: When checked, this type is counted as working time, typically e.g. Home office or Sick day. For a detailed description of usage, see the Is working time article.
Automatically reject: When the checkbox is checked, unapproved requests will be automatically rejected on the start date.
Sync to Google: If checked, synchronization with Google Calendar will occur.
Description: Text visible to employees when creating a presence/absence request.
Note: Text visible only in the type form.
Display
Here you can set these attributes:
Abbreviation: The presence/absence abbreviation will be overwritten in the export.
Display unit: Determines in which unit the drawdown/balance of a given presence/absence type will be displayed. For example, when entering a request in the menu of available types:
Alternative name and icon: You can use this as an alternative for informing other employees about the reason for absence - for example, so that information about a doctor's visit is displayed to regular employees under the name: John Smith "Out of office," not as: John Smith "Doctor's visit."
Position inmenu: Separate = presence/absence type is displayed in the main list of types; Other = presence/absence type is displayed in the Other category in the list of types:
Icon and its color: Select the icon color from the swatches. You can select the icon image here. Click on the icon you have chosen and copy its "name" (= the content of the class attribute without quotes) and paste it into the prepared field in the form in PINYA HR.
In export: If checked, presence/absence will be displayed in the export to Excel.
Incalendar: When checked, presence/absence is recorded in the calendar.
In calendar by days: When checked, presence/absence is recorded in the calendar by days.
Hidden from other employees: The option to hide from other employees means that employees will not see each other's absence information (only applies to types for which it is checked).
Approval/notification
Here you can set these attributes:
Approval process: Specify the absence approver to whom the approval request will be sent. If you select HR, you will be presented with a field to select a specific person. This allows you to easily set up a single approver for the entire company if necessary.
Notification recipient: Specify the recipient of the planned absence notification.
Application form
Here you can set these attributes:
No limit on duration: When applying, the employee fills in any time from - to and number of hours.
Minimum/Maximum amount per day: Specifies how many units (hours or days) an employee can draw in one day. If they do not meet these values on a presence/absence request, they will see an information message and will not be able to save the request.
Preset values: The employee selects from preset options. Add the exact amount (per day) using the Add item button. Then specify how many units (hours or days) the employee can draw. In this case (see image), the employee can set the start time in the absence request and the end time will be automatically calculated based on the selected number of hours. They can only choose from 0, 4 or 8 hours.
We recommend entering the absence type "Vacation" using the Preset values function, which ensures settings in accordance with current legislation.
If you have employees with part-time jobs, we recommend setting fixed values in days - e.g. 1 day, 0.5 day, etc. These values are then recalculated according to the employee's specified daily schedule - e.g. if the employee works 6 hours a day, 1 day will be counted as 6 hours, and half a day as 3 hours.
In the case of preset values, the highest of the set values is pre-filled when entering presence/absence.
Limit per period: Setting the limit for using the absence type for a period (for example - an employee can use home office only once a week). If the limit is exceeded in the request, the employee will see a warning and will not be able to save the request.
Public holiday as a working day: Counted as working time, e.g. in shift work.
Simultaneously with others: Allowing the use of an absence type together with others: for example, visiting a doctor while working from home.
Allow for the past: An employee can request this type of presence/absence retroactively (i.e., any time in the past = it does not have to be within the current month). It can be used, for example, to report time worked when working on a DPP or DPČ, when the employee reports retroactively for the entire past week at the end of the week.
