This article lists all the improvements that we rolled out for daily absences during 2023.
All the features listed below are triggered by the migration of absences tracked in days to a more flexible and high-performing system.
Features for daily absences and their functionalities
Custom holiday year
|Rounding rules for yearly entitlement
|Temporary granting mode (waiting time)
Configure, if and for how long absence entitlement at employment start is granted monthly only after a fully worked month
|End of employment proration
|Carryover of unused absence entitlement
|Tenure-based entitlement progression
|Copy existing policies
Allows to build up on existing policies instead of creating policies from scratch.
Add the features to your existing absences
Proceed as follows for every existing accrual policy where you would like to use one of the features from the start of the current period.
If you're going to use the features for existing accrual policy from the start of the next entitlement period instead, start directly from step two below.
Step one: Save and export current absence balances of all employees
. Create and export a report so that you can use it later to monitor any differences in your absence balance:
- Navigate to Sidebar > Reports > Custom Reports and click Create Custom Report.
- Choose a name and type in a description and navigate to Specify report details. Choose:
- Type of report: Point in time
- Date: Enter the last day of previous accrual cycle according to new policy settings (e.g. 31.12.2022 if calendar year based)
- Table columns: for the newly created absence type, select the following columns
- Balance (days) (of your original absence type)
- Optional: In the Set up conditions tab narrow down the list of employees you are looking at.
- Click Create Report and Export it.
Step two: Create a new accrual policy that includes the features
- Navigate to Settings > Work Hours and Absences > Absence and select the relevant absence type.
- Create a new accrual policy for the absence type to make sure the existing absence data of employees remains correct. The following questions may help you define what you may need to adjust in the areas where features changed:
- Decide whether you wish to create a policy from scratch or from a pre-defined template adapted to a specific country. Note that some recommended settings can only and exclusively be configured through the selection of a template (example: 🇩🇪Termination in 2nd half of the year).
- Should the holiday year (the moment of granting a new absence entitlement) start with an employee’s hire date or with a specific date in the calendar year (example: April 1st)?
- In the case of granting entitlement every month: should entitlement be granted at the start or the end of the month?
- Is a temporary granting mode (previously: waiting time) at start of employment needed? If so, for how many months and what amount of absence entitlement should be granted per month?
- Should the proration at the end of employment work as before, or should they be changed to daily proration?
- Would you like to limit the number of days an employee can take into the next cycle? If so, these can be set to expire after a certain number of months.
- Would you like to add tenure-based rules on a one-time or recurring basis?
Alternatively, instead of creating a new accrual policy, you can also duplicate an existing one:
1. Navigate to Settings > Work Hours and Absences > Absence and select the relevant absence type.
2. Scroll down to the relevant accrual policy and click on the three dots icon.
3. Click Create copy. The copied accrual policy will have the same configuration, but will not be assigned to anyone.
4. Click on the three dots icon and click Edit to add the features to the configuration.
Step three: Assign the new accrual policy to your employees
- Go to Employees > Employee List and select all the employees who are assigned a specific accrual policy from the original absence type.
Click Change accrual policy. In Applicable from, you will find two options:
- Assign policies from the start of the next entitlement period. This will apply the configuration of the new policy only from the next cycle on and does not influence balance calculations of current or past cycles.
Assign policies from the start of the current period. This will not apply the configuration of the new policy (example: ordering according to custom holiday year) to previous cycles and with this previous calculations remain unaffected. It will only affect the current cycle.
Manual adjustments you have previously made to correct absence balances may need to be adjusted in order for the balance to be correct with the new settings. We recommend adjusting these only after doing step 4: Import of absence balance.
- Click Save and repeat the step for all the relevant accrual policies.
Step four: Import the absence balance
Import the absence balance from the last day before the current cycle by using the report you created previously as a base. This ensures that your employees start with the right balance in the current cycle.
If you are using hire-date based accrual policies, we recommend either manually adjusting the employees' absence balances in their employee profile or making sure, that the import date for each employee is set to one day prior to their work anniversary in the previous year.
Step five: Monitor your changes
- Create and export a new report by following the same guidelines described in step 1.
- Compare the new report against the one you created before to make sure that your new absence policies work as intended.