Planday offers the possibility of keeping track of your employees' absences, allowing them to request time off for a specific day or period. As a manager, you can receive a notification about the request and can take action immediately.
A Fixed Absence account is an account with a fixed amount of days or hours per year.
If you want to set up an Accrued account with the option to add an accruing rate per year, month, day, or in percentage, you can find the setup guide for Accrued Absence accounts here.
Set up a Fixed Account type
Before you can start using the absence module, you need to create an account type.
Go to Settings > Absence, Overtime, Vacation > Account types > Create > select the option Fixed vacation account.
Here you need to fill in the information for your account type.
Name: could be Vacation, Maternity, or similar.
Payment: Depending on the balance is the default option selected. You should keep this option unless you are working with monthly paid employees and need to use vacation without payment.
Initial value: The value of the account per vacation year. It is possible to change this value for the specific employee.
Reset day: The date when the account is reset. Ex. set '01 / 01' if the Absence account starts and ends on the first of January. If May 1st is your country standard, the value should be '01 / 05'.
Renew automatically: We recommend 'Yes'. If you leave this unchecked the account will not be renewed automatically and you will need to manually create new accounts every year, when the old ones are out of date.
Allow negative balance: If the employees should be able to request more days/hours than what's in their account. If you leave this unchecked the account will not allow a negative value. Ex. if one employee has a balance of 5 days and makes a
request for 7 days, the employee cannot apply for time off in that period as the cost exceed the balance.
Department, employee groups & employee types: These options make it possible to limit which employees can use the specific vacation account you are creating. For example, if you only wish to use vacation in a specific department, you can limit access with this option.
Settings: If you have more than one account and you want your employees to use one account type before they can use another account type, this is where you adjust this.
Bank holiday calendar: If your Planday company has a holiday calendar set up it is possible to link the calendar to the vacation account. Once your bank holiday calendar is associated, it will affect the cost for created/requested vacation. For example, an employee has requested time off from Monday to Friday (5 days). If Tuesday is a bank holiday, the suggested cost will be 4 days instead of 5 days.
Remember to save the account type before exiting.
Create the employee Absence accounts
Go to Schedule > Absence accounts > Create > Create account for one employee or Create accounts for multiple employees.
The picture below is displaying creation for multiple employees.
When creating accounts for multiple employees, you can select to do it per department or for all departments altogether. When you have selected the options you want, click on Update and you will get a list of all your employees that match the filters, who don’t yet have the selected absence account type. This is a preview of the accounts you are about to create, and it gives you the option to adjust their individual Initial value, valid from and to date, and if you want to exclude someone from getting the account during the creation process.
When all looks good in the overview, click Save to create the accounts.
Your employee's individual initial value can also be modified after creation.
Please note: If you want a day's vacation to be calculated automatically in relation to a weekday, you'll need to specify the working hours per month in an employee's individual details (from People > Employees > edit employee > Hrs per month).
If your employee does not have a fixed requirement for working hours per month or if they are hourly paid, we recommend entering '1' and saving.
This also applies if the vacation should be deducted from PDF and Salary reports that you wish to generate.
In this case, the employee should have a value set both for Monthly salary and Hrs per month.
You can also set a Monthly salary and Hrs per month value of 1 if needed.
Approved absence requests
When an employee has requested time off and you have approved it, this will be marked in the schedule.
Approved time off does not prevent you from scheduling an employee, but their name will be marked in red in the employee selector. If you assign a Shift to an employee during their time off, you will notice an icon on that shift letting you know that you need to adjust the Schedule.
You can read more about managing and approving absence requests here.