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Absence and working hours at one page

Recording, reporting and approval of an absence

list-solid Table of contents


Entering an absence event

You can create a new event from Dashboard or from the calendar tab Events. Click on the button New absence. In the calendar, you can select by dragging and dropping the mouse to select the period in which you want to create the event. In the dialog box, select the event details and click on the Check.

Check button checks for any unwanted duplication of other events across Sloneek.

If you don't have enough funds to draw an event, the app will alert you. If you cannot insert an event despite having a sufficient fund, this indicates a settings error. Read more here.

To enter absences from your mobile, download our mobile app.

What happens when you enter an event

If an event is set as automatically approved by the Admin, it is immediately entered into the system. You will receive a notification in your email.

If the event is subject to approval, then it is sent to your manager. At the time of approval, you will be notified by email notification and the event is logged and included to the system.

If the event is rejected, you will receive an email notification, the event will not be logged and included in the system.


Display of user absence

Each user can monitor the status of their absences in several places in the application (all items can be found in the left menu):

  • Dashboard - On the Absence and working hours ribbon you will get information about the status of all absence events that can be drawn and have a designated annual fund.

Dashboard Absences

  • Events - A calendar view of all the events you are using. In addition to Absences you can see here, in relation to the activated modules, also Attendance a Activities. Integrated calendar offers an overview of all absence, attendance and activity events. In the bar above the calendar there are options for views (monthly, weekly, timeline) as well as filtering of events and users.

In the time line calendar view, the number of users dynamically changes depending on whether they have an event in a given month or not.

Example: a team has 10 members. The first month 5 users have an event entered, so only 5 of the 10 will be displayed. The second month has 8 users with an event, so only 8 of the 10 will be displayed.

Calendar

Click on any event in the calendar to open a dialog box. Here you can cancel the event, see its status and add note a comments. Note is editable only by the user who created it. The note will also be in the reports.

absence detail

Absence report NOTE

Comments can be added to an event by anyone who sees it. You can insert a simple message or a "mention". Use "@" to display a list of users in the application to whom you can address the note. Start typing the first letters of the name and the system will "whisper" the user. After that, the user will be mentioned.

In the same window, as you insert the mention, you can also insert a file.

Mentions

  • Absence reports - There are 4 types of absence reports available in the application: Absence Event Report, Absence Summary, Monthly Time Calendar, and Daily Time Report.

 Absence Event Report

The report displays the absence events entered by the user(s) and their status - approved, pending, denied.

The data is displayed for the period specified in the filter header.

The data display is subject to permissions by role (Admin sees everything, Manager sees their team/subordinates, User sees themselves).

absence events

 Absence summary report

The report displays summary information for each absence event that the user(s) is allowed to draw.

Data is displayed not only in aggregate for the calendar year, but also for the time period selected in the filter header!

The data display is subject to permissions by role (Admin sees everything, Manager sees their team/subordinates, User sees themselves).

summary absences

What the report columns show:

  • drawing detail - shows the extent of drawdown in calendar days.
The number of days does not show the number of days deducted from the fund, but the number of calendar days!
  • exhausted within interval - Displays events within the time span specified in the filter in the report header
  • spent this year - displays the number of approved events as of the last day of the calendar year
  • balance at the end of the month - The size of the balance as of the last day of the month that is selected in the interval. In this case it is about events of April

Monthly working hours calendar

Displays the monthly timesheet report, taking into account any absences taken.

monthly absences

Working hours report

Displays the daily timesheet report, taking into account absences taken, if any.

working hours

See the options for working with reports, filtering, changing and saving views, click here.

 

5 Integrated report


In one report you get an integrated view of data on working hours, absenteeism, attendance and activities.

You can run the integrated report in Reports / Integrated reports.

If you run a report with a large amount of data from more than about 30 users over a period of more than 14 days, we will process the report in the background and send you information about its processing by email. Before the large reports are processed, you can work with additional filtering by clicking the BACK button

 

There are 2 integrated reports. Daily and Summary.

  • The Daily report displays DAILY data across modules for the selected user/users in the specified period.
  • The Summary report displays AGGREGATED data for the selected user/users in the specified period.

Manager's view of team absence

The Manager beyond the role User view options on absenteeism and sees the following All events of his team members. In the calendar, reports and also in the user cards under the Absence overview tab.

The manager approves or cancels absence events.

When an event subject to approval is entered, the manager receives an email notification.

Absence_approvals_mail

The event can be approved directly from the notification, on the Dashboard or from the Events/Approval tab.

Approval

Absence reports are visually the same as individual ones. The only difference is that the manager can see the absence data of all his subordinates. You can view them by turning them on in the upper-right corner above the report. report_button

Report team


Sloneek DIGEST regular email summaries

In relation to individual user roles, Sloneek sends out overview statements Monthly overview for the user role User, Weekly overview for the user role Manager and Monthly overview for the user role Admin.

Detailed content of the summaries, including the option to set up all notifications, can be found here.


Absence module settings

Absence Dialer Settings

In Company Settings / Absence events set the types of absences that should be available for your company.

Absnce settings

Creating and editing the dials

The screenshot above represents a table of all available absence events. From here, you can create a new dial by clicking the button_Addbutton on the top right or edit an existing dial by clicking the pencil icon in the corresponding absence row. Both the create and edit screens look virtually identical.

new ciselnik

Absence dial parameters

  • Name (visible to administrators)

  • Translations visible to other users

  • Note (for administrators)

  • Type - Day off or At work

    • Day off = this event reduces the time worked. If a user enters such an event in the workday, his working time will be reduced by that.

    • At work = this type of event does not change the time worked. This is typically the case for a doctor's visit or sick hour, as this time is considered as worked time.

  • Unit of time

    • Days and half days

    • Days (only whole days are allowed, not half days)

    • Hours

  • Annual fund (yes/no)

  • Health reasons - Used to set up Sick or Care for a Family Member, where the event is written to the report including weekends and holidays (calendar days)

  • Number of fund units and fund unit

  • Unused units are carried over to the next year (yes/no)

  • Time limitation (yes / no) - determines the latest time the user can register or modify the event. Negative values mean how many days back (e.g. -3 means he can register up to 3 days back) or in advance (+3 means the event must be registered at least 3 days in advance) the event must be registered. In case of a value equal to zero, the event is registerable at the latest on the day the event starts, i.e. today.

You can set sick leave or Care for a Family Member as an event Free time, the time unit is Days and half-days. You tick Medical reasons.

 

An overview of the mechanisms for setting up and drawing absence events can be found under the link HERE.

ciselnik settings

Setting user absences

You can set up absence events for each user in Users / User's list / User folder (Absence overview tab). Click on show absence settings.

The menu will automatically display all event dials that are active. You must also set whether the event is subject to approval by its manager. This can be set by clicking on the check box in the next column called Approval required.

Absence to user

This setting can also be done in bulk ⬇️

Bulk balance adjustments

Bulk balance adjustments can be made in Company Settings /  Bulk Settings of absences.

bulk settings

Explanation of individual terms

  • Fund size - is defined directly in the dial. From there, it can be changed on a global level for all users who have this absence event enabled for use.

WARNING: If you change the dial size, this will also change the historical records in the reports, which may subsequently not correspond to the historical reality! If you are changing the absence pool after a long period of time, consider whether it would be more efficient to create a new event/dial.

  • Individual fund - Only if the event has a fund. If a value is set here, the user's entitlement is not governed by the value in the dial, but the dial entitlement is overwritten by that value. Typically this is a situation where some users have 5 more vacation days than others. In this case, if the definition in the Vacation dial is 20, the Individual Pool will be equal to 25 for people with a higher pool.

  • Fund for the first year - Again, only if the event has a fund. In a situation where an employee starts during the year, they are not entitled to the entire leave pool (usually not even sick days, sick hours, etc.) but only a pro-rated portion. This needs to be calculated in the payroll system and then entered here.

  • Exhausted - This value is editable for all event types (with and without pool) and indicates how many units from the pool the user has exhausted this year. This is a setting, not a report! Thus, here you are determining how many units to have depleted beyond the events that are entered in the absence event calendar.

Example: in a situation where you as a company have joined Sloneek during the year, and your employees have already exhausted some events by that time. In this case, you have two options. Either you enter all the events they have exhausted via the calendar (i.e. de facto enter the events backwards), or you are content with just entering in this column how much they have already exhausted. The first option is laborious, but gives you information about all the events being used up in a yearly view, the second option is fast, but you have to take into account that in the first part of the year, when you as a company have not used Sloneeka yet, the events are not in the calendar. We almost always recommend the faster option to our customers.

  • Transferred from last year - At the end of the year, Sloneek carries over unused units to the next year. All units that have not been used up and also have a fund, and at the same time the option "Unused units carry over to next year" is marked in the dial settings, will be entered in this column. So if you as a company are accessing Sloneek, and your employees at that time still have some unused leave from last year, enter the value of that pool here.

Transfers of year-end balances

At the end of the year, here's what happens to each individual user's absenteeism setup items:

  • Individual Fund - will remain the same. This is logical, moving to a new year does not affect the fact that a user has a different entitlement than defined in the codebook.

  • The fund for the first year - in the new year will be entered here as zero. It was a fund for the first year only.

  • Exhausted - in the new year, zero is entered here. We're starting from zero to load absences.

  • Transferred from last year - If this is a fund event and the unspent balances are set to carry over to the new year, the number of units the user did not use last year will be entered here.

You can set up balances and entitlements clearly and in bulk on the Bulk Setup tab in Company settings / Bulk settings of absences. Check above.