Calendar
See each employee's whole year with their absences, public holidays and compensatory time, and keep track of their vacation balance.
The Calendar shows, employee by employee, a whole year at a glance: accepted and pending absences, the public holidays of their centre and the days on which they take compensatory time. From here you can also see how many vacation days they have used and how many they have left, record absences and download the calendar as a PDF.
To open it, click Calendar in the admin panel's side menu.
Choosing the employee and the year
- Employee list: all employees appear on the left as "Surnames, First name". Click one to see their calendar. When you open the page, the first one in the list opens.
- Search employee ...: type part of the first name, the surnames or the email address to filter the list.
- Year: use the arrows on either side of the year to go to the previous or next one. The counters, the calendar and the side panels are recalculated for the chosen year.
Vacation counters
Above the calendar there are three figures for the employee for the chosen year:
| Counter | What it means |
|---|---|
| Used days | Accepted absence days whose absence type is marked as Vacations. Each day counts as one, including weekends if they were recorded. |
| Available days | Total days minus Used days. It can go negative: Inallow does not prevent recording more vacation days than the employee is entitled to. |
| Total days | The Vacations days of the employee's collective agreement, plus any adjustment you have made for that year. |
Pending or rejected absences do not subtract days in the admin panel. Bear in mind that in the employee's app pending ones already count in their Used days, so they may see fewer available days there than you do. Absences of types that are not vacation (for example, sick leave) do not subtract days either, although they do appear in the calendar.
Adjusting the vacation days for a year
If an employee's year is different from everyone else's (for example, they joined mid-year or carry over days from the previous year), you can change their total days for that year only, without touching the agreement.
- Choose the employee and the year.
- Next to Total days, click the adjust icon ("Adjust the worker's holidays for the selected year"). It only appears if the employee has an agreement.
- In the Adjust workers holidays window you see the Year and the Agreement days. In Tight holidays, type the total number of days they are entitled to that year (up to two digits).
- Click Save.
Total days and Available days update straight away. The adjustment only affects that employee and that year. Only the General Administrator can save it, because it changes the employee's record: a Clocks Administrator or a supervisor cannot.
The yearly calendar
The calendar shows the twelve months of the chosen year. Today is highlighted and Saturdays and Sundays are dimmed. Days with something recorded are coloured:
- Absences: in the colour set for their absence type. If the absence is pending, the colour is lighter. Rejected absences do not appear.
- Holidays: the company's public holidays and those of the employee's centre. They are set up in Public holidays.
- Compensatory time: the days on which the employee takes accumulated hours off, accepted or pending. See Compensatory time.
Seeing the details of a day
Click any day to open its details. You will see:
- What is recorded that day: the name of the absence type with its status, (Pending) or (Accepted), the name of the public holiday or Compensatory time with its status.
- The employee's clock-ins for that day, on a timeline with the start time, end time, duration and the project or reason of each period.
- If there is nothing, the message "Nothing found for this day".
Click the name of an absence in the details to open the Absence information window:
- If it is pending, you can click Accept or Reject.
- If it is accepted, you can click Delete.
The details of an absence that has already been created cannot be changed. If you got the type or the day wrong, delete it and create it again.
Side panels
- Absences accepted by type: how many accepted absence days the employee has in the year, split by absence type (vacation, sick leave, personal matters…). If they have none, "No absences found" appears.
- Compensatory time used: the total hours the employee has taken off in the year. If they have taken none, "No compensatory time found" appears.
Actions
Add absence
Click Add absence to record an absence. The New absence window opens with the employee you are viewing already selected. The fields and rules are the same as in Absences. The step-by-step is in Record an absence.
Download calendar
Click Download calendar to download a PDF with the employee's calendar for the year. The file is called "First name Surnames - year.pdf" and includes:
- Accepted and pending absences, with the name of their type.
- Accepted and pending compensatory time days.
- The public holidays of the company and of their centre.
If a day has several things, the PDF shows only one, in this order of priority: absence, compensatory time and public holiday.
Rules worth knowing
- Each absence takes up a single day. Absences of several days are stored as one absence per day.
- An employee cannot have two pending or accepted absences on the same day.
- There are no half-day or hourly absences. For time off by the hour, use Compensatory time.
- If you record an absence of a Vacations type on one of the employee's public holidays, that day is skipped and not created.