Configuring and tracking compensatory leave correctly

1. Create Working Time Type, select Unit

2. Who is allowed to track compensatory leave

3. Unpaid Time Off on the Time Account

4. Request compensatory leave, view in absence calendar

We recommend that full-day absences in the case of time compensation are recorded via the working time type "compensatory leave", as otherwise it is not apparent in the timesheet whether time was forgotten to be recorded or there was another reason for the absence.

1. Create Working Time Type "Compensatory Leave", select Unit

Time Off, or compensation, is Working Time Type "Unpaid Time Off" and can be created in Administration/Working Time Types with "+Add Working Time Type".

We recommend "Half Day" or "Day" as unit. "Half Day" as the smallest unit allows your employees to enter either a full or half day of compensatory leave.

Note: Category and unit cannot be changed later.

Tip: Record smaller units as day/half day time compensation by stopping the time recording. The balance is automatically recorded in the hours account.

Example: If an employee leaves 2 hours early, he stops the time recording. In the time account you can see that the balance between planned working time (8h) and actual working time (6h) on this day is -2 hrs.

It is therefore not mandatory to record time compensation for shorter periods here. If you still want to do this for better control, we recommend that you create an additional working time type for time off in the unit "minutes". 

Note: Only working time types in the unit day/half day can be requested via applications. Time off or compensatory leave in minutes can therefore not be requested.

If you still want to record time compensation in minutes via a request, proceed as follows:
You request time compensation with "half day" and enter the period in which you are absent in the note field (e.g. 2h from 3 - 5 pm) (marker 1: view "All requests"). This allows the supervisor to approve the request, the absence shows in the absence calendar and the time is shown under "notes".

Only the balance for the time account that was actually worked less is taken into account (marker 2: view from "Timesheet").

2. Who is allowed to track Compensatory leave

In the settings, you can decide if your employees are allowed to track time off, whether they have to apply for it, or whether employees can enter it themselves.
If you choose "By Request", an administrator (or team leader in the Enterprise Plan) must approve the time off. If you select "Tracking by user: Off", you as the administrator must enter the request yourself.

Note: You should keep the selection that is chosen when entering, because if you change from "By Request" to "By User", you will no longer be able to view the old entries under "Requests".

3. Compensatory leave on the Time Account

The working time type "Unpaid Time Off" is not counted as work and therefore shows a negative balance. So if a day has a planned working time of 7:42h and you have booked a day of compensatory leave, then -7:42h will be shown. The time compensation is shown in the time account with a balance of -7:42h.

4. Request compensatory leave, view in absence calendar

4.1 Enter or request compensatory leave as an employee

You can enter or request compensatory leave via the menu item Requests/Vacation & Absence with "+ Vacation & Absence".

Here you can also see that you have the option of a whole day or half a day if "Half Day" has been created as unit.

4.2 Entering compensatory leave for employees as administrator

As administrator you can enter compensatory leave for your employees via "Requests" and also "Approve immediately".

In the overview "Requests/ Request Approval" you can see all requested and approved absences.

Tip: You can mark the compensatory leave days in the calendar with the mouse. The request window will then open automatically with the selected period.

If the corresponding setting has been activated in Settings/Working Time, the compensatory leave days appear in the absence calendar. You can integrate the calendar into your own calendar. To do this, create your calendar links under [yourname]/settings/calendar and copy the URL. For instructions on how to share and integrate the calendar, see the documentation "Show time entries in calendar".