Absences (e.g. Doctor’s appointment) counted only within normal working hours

You can define that paid absences recorded in minutes, such as doctor’s appointments, are only counted within normal working hours, instead of being counted regardless of the time of day.

Three options are available:

• Compensation only for the portion of the absence that falls within the normal working hours
• Compensation only within the duration of the daily normal working hours
• Combined: compensation within the (fictional) normal working hours and capped at the daily normal working hours

With this feature, you don't have to check the entries manually but the evaluation is done automatically.
 

1. Activation

1.1. Activation in the Working Time Type "Doctor's Visit"
1.2. Definition of normal working hours in the Work Schedule Model

2. Evaluation

2.1. Example: Booked time within (fictional) normal working hours (not capped)
2.2. Example: Capped at daily normal working hours
2.3. Example: Booked time within normal working hours and capped at daily normal working hours

1. Activation

To activate the feature, both the working time type (see 1.1.) and the work schedule model (see 1.2.) must be configured correctly.

Note: As long as no normal working hours are configured, the paid absences will continue to be counted regardless of when they occur.
 

1.1. Activation in the Working Time Type (e.g. “Doctor’s Visit”)

Step 1: Go to Administration/Working Time Types.

Step 2: Select the appropriate working time type.

• If you want to change the configuration for an existing working time type, click on the three blue lines next to the working time type and then on “Edit working time type”
• If you want to create a new working time type, click on “+ Add working time type” in the top right-hand corner. It is important to note that the smallest unit has to be “minutes.” You can find detailed instructions on how to do this here under point 3: Configuring Working Time Types.

Step 3: Under Compensation, select the desired option:

• booked time within (fictional) normal working hours: Only the portion of the absence that falls within the normal working hours is compensated (see 2.1.).
• booked time regardless of location: The full absence duration is compensated.

Step 4: Enable the Capped at the daily normal working hours: Yes option if needed. Compensation is then limited to the duration of the configured daily (fictional) normal working hours (see 2.2.).

If you want to combine both options — credit the absence only within the (fictional) normal working hours and additionally cap it at the daily normal working hours — enable both options (see 2.3.).

1.2. Definition of normal working hours in the Work Schedule Model

To ensure that the system only counts paid absences such as doctor’s appointments within normal working hours, you need to define these hours in the relevant working time model.

Step 1: Go to Administration/Working Time Models.

Step 2: Click on the three blue bars next to the desired model and select "Edit working time model".

Step 3: Activate: “Configure (fictitious) normal working time”.

Step 4: Now enter the (fictitious) normal working hours per day. It is possible to set these to two blocks per day, for example if the normal working hours are interrupted by a fixed lunch break.

2. Evaluation

Once the (fictional) normal working hours have been defined, timr evaluates absences automatically according to the selected setting.

This will be displayed both in the reports and in the time sheet. The duration in the reports refers to the stamped duration, while the working time refers to the duration that is counted as paid time in the time account.

In the detail view, you can also see the non-compensated time:

2.1. Example: Booked time within (fictional) normal working hours (not capped)

If the doctor's visit should automatically be limited to the normal working hours window, select booked time within (fictional) normal working hours:

Example:
Tim was at the doctor’s for 2:30 h, from 07:00 to 09:30. His normal working hours start at 08:00.

→ The time from 07:00 to 08:00 is counted as deductible non-compensation (self-responsibility)
→ The time within his normal working hours, from 08:00 to 09:30, is counted as paid working time.

His timesheet shows the start and end times of the doctor's appointment, but only the paid working time is counted. In the summary at the end, only 1:30 hours are counted for the doctor's appointment.

Working time recorded on July 23:

• Paid working time due to doctor's appointment: 1:30 hours
• Attendance Time: 5:33 hours
• Actual time on this day: 7:03 hours 

2.2. Example: Capped at daily normal working hours

If a doctor's visit should not result in overtime, regardless of when it takes place, enable Capped at the daily normal working hours: Yes:

Tim was at the doctor from 07:00 to 09:30 (2:30h) and then worked 5:33h. His daily normal working hours total 5:00h. The time tracking type is configured with booked time regardless of location and Capped at the daily normal working hours: Yes.

Tim has already worked 5:33h, exceeding his daily normal working hours of 5:00h. The doctor's visit is therefore compensated with 0:00h.

Evaluated working time on 23 July:

• Compensated working time for doctor's visit: 0:00h
• Attendance time: 5:33h
• Actual time on this day: 5:33h

2.3. Example: Booked time within normal working hours and capped at daily normal working hours

If both restrictions should apply simultaneously, enable both options:

Tim was at the doctor from 07:00 to 09:30 (2:30h) and then worked from 09:42 to 13:52 (4:10h). His daily normal working hours total 5:00h and begin at 08:00. The time tracking type is configured with booked time within (fictional) normal working hours and Capped at the daily normal working hours: Yes.

Two restrictions apply in sequence:

• Position: Only 1:30h of the doctor's visit falls within the normal working hours (08:00–09:30). The time from 07:00 to 08:00 is not compensated.
• Cap: Tim has worked 4:10h. The remaining time to reach the daily normal working hours is 0:50h (5:00h – 4:10h) → only 0:50h of the doctor's visit is compensated.

Evaluated working time on 23 July:

• Compensated working time for doctor's visit: 0:50h
• Attendance time: 4:10h
• Actual time on this day: 5:00h