Attendance/absence types

Updated by Tým PINYA

Balance & types management is used to register individual types of attendance/absence.

Some types are automatically set in the system, such as vacation, sick leave and others.

You can manage individual types of attendance/absence by clicking on the pencil icon in the right part of the page. Click the cross icon to remove the type.

Attendance/absence type form

When creating a new attendance/absence type ( Add attendance/absence type button) or when editing an already created type, the following form is displayed, which is divided into several tabs.

General

Here you can set these attributes:

  • Attendance/absence type title and code
  • Who can use this type: Targeting the type to a certain group of employees, e.g. according to the type of employment contract, job position, place of work, etc. The attendance/absence type will then be offered for use only to a selected group of employees.
  • Using balance : If the absence type uses balance. If checked, additional fields will be displayed:
    • Default claim : Determines for all employees the number of hours they can draw on a given type of attendance/absence per calendar year.
    • To transfer: It will be possible to transfer to the next year a maximum of as many hours of unused absence as set here.
  • Published : When the checkbox is checked, the absence type will be visible to employees.
  • Is worktime : When checked, this type is counted as working time, typically it is e.g. work from home.
  • Automatically decline: Unapproved applications will be automatically rejected on the start day (evening, including notification).
  • Description : The text is visible to employees when creating attendance/absence request.
  • Note : Text visible only in type form.

View

Here you can set these attributes:

  • Shortcut: The attendance/absence shortcut is overwritten in the export.
  • Display unit : Determines in which unit the draw/balance of the given attendance/absence type will be displayed (hours or days).
  • Alternative title and icon: You can use it as an alternative to inform other employees about the reason for absence - for example, to display information about a doctor's appointment to other employees under the name: Jan Novák "Out of the office," not as: Jan Novák "doctor's appointment". The real title can be seen by the employee himself, his direct manager, the HR administrator and the Administrator.
  • Menu osition: Separate = attendance/absence type will be displayed in the main list of types; Others = the type of attendance/absence is displayed in the Other category in the list of types.
  • Icon and its color : Select the color of the icon from the swatch; select the image of the icon here , click on the selected icon, copy its name and paste it into the prepared field in the form in PINYA HR.
  • View absence type:
    • In export : When it is checked, the attendance/absence will be displayed in the export to Excel.
    • In calendar : When it is checked, the attendance/absence will be written in the calendar.
    • In calendar by days
    • Hidden for other employees : The option to hide for other employees means that employees will not see each other's absence information (only applies to types that have it checked).

Approval/Notification

Here you can set these attributes:

  • Approval process: Designate the absence approver to whom the request for absence approval will come.
    If you select the option Personalist , you will be offered a field to select a specific person (Approver). If necessary, you can easily set one approver for the entire company.

  • Notification receiver: Specify the receiver of the planned absence notification.

Request form

Here you will find settings that limit the amount of attendance/absence that an employee completes. You can choose the unit in hours or days.

Here you can set these attributes:

  • Minimal/Max amount (per day): Determines how many units (hours or days) an employee can draw in one day. If he does not comply with these values on the attendance/absence request, he will receive an information message and cannot save the request.
  • Limit for the period: Setting the limit for drawing the absence type for the period (for example – the employee has the option to draw work from home only 1x per month, although the entitlement to work from home is generally set for 10 days). If the limit is exceeded in the request, the employee will receive a warning and cannot save the request.
  • Public holiday as workday: It is counted as working time, e.g. during shift operation. 
  • Simultaneously with others: Allowing the drawing of the absence type together with others (for example: a visit to the doctor while working from home).
  • Allow to past: The employee can request this type of attendance/absence also retroactively. It can be used, for example: for reporting time worked while working on the DPP or DPČ, when the employee reports retrospectively for the entire past week at the end of the week.

Example of export to Excel:

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