Beta-Test | Absence Tracking in Hours | September 2021

This article contains information for customers who are beta testing the first version of Absence Tracking in Hours in Personio — Absence Tracking in Hours (light). Thank you very much for participating in this test!

You can click on the Follow button on the top right to receive email notifications about the latest developments regarding this beta.

 

Beta Test Phases

This beta test is expected to proceed as follows:

Time

Description

May 10

Start: v0.9 — The functionalities listed below are activated for your Personio account.

CW 20+

Various bug fixes

Absence History for Absence Types tracked in hours

View hourly Absence Period details in Absence Timeline

August

Absence Collections in Custom Reports

Custom Absence Type IDs for Custom Reports

September

v1.0: Absence Tracking in Hours with Basic Entitlement Rules

 

Scope of Beta Testing

Absence Tracking in Hours (light) – v0.9

The following functionalities are available in the current phase of this beta test:

Admins / HR Managers:

  • Create new absence types managed in hours (e.g., Doctor’s Appointments, Personal matters, etc.)
  • Set certain requirements for absence types managed in hours (e.g., document upload)
  • Make absence types managed in hours available to employees via the Access rights section
  • Configure calendar access rights for absence types managed in hours

New in v1.0 — Absence Tracking in Hours 

  • Create accrual policies for absence types tracked in hours and configure accrual specs:
    • Annual entitlement
    • Granting mode: Yearly or monthly
    • Granting moment for monthly accrual: Beginning or end of the month
    • Prorate entitlement at employment start and end: Don’t prorate, prorate based on working months, prorate based on working days
  • Manage accrual policies for absence types tracked in hours:
    • View accrual policies and their specs in absence type settings
    • (Un-)Assign accrual policies from employee profile or employee overview
  • Track employees’ accrual policy histories for absence types tracked in hours when the policy is assigned
  • Track employees’ balance histories for absence types tracked in hours when the policy is assigned
  • Track employees’ balances for absence types tracked in hours when the policy is assigned

Employees

  • See own absences tracked in hours through the Absences tab *
  • Request absences tracked in hours via Personio (web): Partial-day absences (e.g., a couple of hours over the course of a day), Full-day absences, Multi-day absences
  • See own and colleagues’ absences tracked in hours through the Absence timeline **

Approvers (where applicable)

  • Receive email notifications to review requests for absences tracked in hours
  • See review requests for absences tracked in hours and action them accordingly 

* Once an absence type tracked in hours has been created, employees need to be given at least viewing rights in order to see that absence type in the Absences tab within the employee profile. In order for them to request absences for this absence type, employees need to be given at least proposal rights. You can find more information regarding access rights in this article.

** Depending on the calendar access settings, employees will either see all absences from a particular type, absences of their own direct reports, absences of their own team/department/sub-company/office, or none at all.

 

How to

Create and set up an absence type tracked in hours

absence_in_hours_settings_en.gif

  1. Go to Settings > Absence, enter a name for the new absence type managed in hours and click on the “+” icon
  2. Select a calendar color for the absence type and also a category
  3. In the Unit of time option, select Hours rather than Days. Please note: The Unit of time option cannot be modified once the absence type has been successfully created.
  4. Define if employees need to upload a certificate when requesting this type of absence
  5. Define if employees currently substituting for someone can request this type of absence
  6. In the Validity Settings option, define how the effective duration of absences tracked in hours are calculated (including or excluding weekends and public holidays)
  7. Define if time tracked through the Attendance tab during >this type of absence should be considered as working time and hence, overtime (if overtime is tracked for that employee).
  8. Click on Add absence type in order to save your settings.

Set access rights for the newly created absence type

absence_in_hours_access_approval_en-us.gif

  1. Go to Settings > Employee Roles and select the role All employees (or another role if you want to make the absence type available to specific employees) and click on Access rights in the header line.
  2. Expand the section Absence and set the checkmark to at least View and Own. This will allow employees with this role to see the newly created absence type, but they will not be able to submit requests independently. If you want the employees in the current role to also be able to request absences, you need to grant at least proposal rights by ticking both Propose and Own. 
  3. Click on Save changes.
  4. Go to Settings > Approvals and select the newly created absence type in the header line. 
  5. Click on Add approval step and define the approver. It can either be a specific employee, an employee with a specific role, the requester's supervisor, or the supervisor's supervisor. Additionally, you can create employee filters if applicable, and click on Save.

Create and configure an accrual policy for absence types tracked in hours

absence_in_hours_create_policy_en-us.gif

  1. Go to Settings > Absence and choose the Absence type tracked in hours you want to create a policy for.
  2. Scroll down and click on Create absence policy and file in the Policy Name, Annual entitlement (in hours), the Granting cycle and, Grant at if chosen a monthly cycle. 
  3. Choose the applicable proration rule for the Start of employment and End of employment.

Assign accrual policies for absence types tracked in hours to employees

absence_in_hours_assign_policy_en-us.gif

  1. Navigate to the Employee List either directly from the policy setting or by clicking on the sidebar icon.
  2. Multi-select all employees you want to assign an absence policy and click on Actions > Change accrual policy.
  3. Choose the Absence type tracked in hours and select the Accrual policy you want to assign as well as when it is Applicable from.
  4. Confirm this by clicking on Update policy.

Alternatively, you can also assign an Accrual policy in the individual Employee Profile. 

  1. Search for the specific employee and navigate to the Absence tab. 
  2. Choose the Absence type tracked in hours in the right bar and click on Set policy now. 
  3. Select the Accrual policy you want to assign and when it is Applicable from
  4. Confirm this by clicking on Update policy.

Get an overview of absences — independently of the unit of time they’re tracked in

reports-custom_reports-absence-report_en-us.gif

  1. Go to Reports > Custom Reports.
  2. Click on Create a custom report to configure a new report.
  3. Add a name and description for the new custom report.
  4. Choose the type Timeframe and define the date.
  5. Add the attributes you’re interested in as table columns.
  6. Add the attribute section COLLECTION: ABSENCE TYPES (6 COLUMNS). You can select all or specific absence types. This collection attribute will add the following columns for each absence type to the report: Absence type, Custom ID (NEW: this can be optionally set for Absence Types), Absence start date, Absence end date, Duration of absence (days), Duration of absence (hours).

Book and approve absences tracked in hours

absence_in_hours_request_approval_en-us.gif

  1. Login as an employee without admin rights.
  2. Go to My Profile > Absence and click on the day in the calendar you want to request an absence of the newly created absence type tracked in hours. 
  3. In the Absence type dropdown, choose the new absence type tracked in hours, set the start and end dates / times for the absence period you want to request and optionally add a comment.
  4. Click on > Request an absence to submit the request and have it reviewed by the approver. 

Your feedback

This beta test helps us learn what works better regarding the “light” version of Absence Tracking in Hours. Thus, we strongly encourage you to share your feedback while you test the new feature.

Please use the feedback form below to share your findings and thoughts, so we can analyze it and take it into consideration when improving the feature. Feel free to use the form more than once.

 

Frequently Asked Questions 

Where can I select the unit of time for a new absence type?

The unit of time used for absence tracking is set on the absence type level (Settings > Absence > Edit > Unit of time).

Can I change the unit of time after creating the new absence type?

Currently, it is not possible to change the unit of time once the new absence type has been created. 

Can I request a substitute for absences tracked in hours?

Currently, it is not possible to request substitutes for absences tracked in hours.

Can I create a certificate requirement for absences tracked in hours?

Indeed, certificates can be set as a requirement for absences tracked in hours.

Can I set approval rules for absence types managed in hours?

Indeed, you can define specific approval rules for absences tracked in hours.

How do employees know how many hours are used for an absence tracked in hours?

Absences tracked in hours can either start and end within the same day, extend to the whole day, or span across multiple days – starting and ending with full or half days.

In all cases, the effective duration of absence requests tracked in hours is calculated based on its start and end date, and how it overlaps with the requesting employee’s working schedule. The validity settings of the absence type will determine if public holidays are to be considered as time off. 

What is the minimum duration for an absence tracked in hours?

The absences form allows employees to enter a start and end time for hourly absences in intervals of 30 minutes. However, employees can also enter different start and end time manually — the minimum duration is 1 minute.

Can absences tracked in hours be booked from the Personio mobile app?

Currently, absences tracked in hours can only be booked from the Personio web version.

Does the introduction of hourly absences imply that fractional values for absences tracked in days (e.g., 8.33 days) will be replaced with hh:mm values?

While absences tracked in hours will use the format hh:mm, balances of absences tracked in days will continue to use dd,dd values.

 

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