Absence FAQ
Updated
by
Victor Jespersen
- Q: What happens if an employee with an absence scheduled in the future moves to a new unit?
- Q: What happens if an employee plans to work on another unit but has another absence? Where does the absence end up? Where does the cost go?
- Q: What cost center will be associated with absences?
- Q: How do I select to keep, unassign, or reassign underlying shifts when adding an absence?
- Q: When a person is absent and someone else is assigned to the shift, does Quinyx show the audit trail of who the shift originally belonged to?
- Q: Can I add a part-time absence as a percentage?
- Q: Can I bulk-delete absences?
- Q: If a person wants to schedule an absence on the same day a Time Tracker period ends, will they have to extend the Time Tracker period to the next day so that they don't conflict?
- Q: How do you add an absence when you already have an part-time absence (for example, part time sick 25% for 4 weeks with 3 days of vacation in the middle)?
- Q: Can I add an absence when an employee is no longer employed?
- Q: Are employees notified if a manager changes the date and time of an absence?
- Q: Can you stop managers from approving their own absence requests?
- Q: Is it possible that 2 different managers have to approve an absence request of an employee for it to be fully approved?
- Q: Can you see your colleagues' annual leaves within the app or web portal?
- Q: Is it possible to restrict which absence types are available to users?
- Q: How does the absence All day checkbox logic work?
Q: What happens if an employee with an absence scheduled in the future moves to a new unit?
A: Already approved absences will remain on the old unit. Therefore, scheduled absences in the future will remain on the old unit. Unhandled absence requests are moved to the new unit.
Q: What happens if an employee plans to work on another unit but has another absence? Where does the absence end up? Where does the cost go?
A: If an employee has a shift on unit A, and the absence is added on unit B, then the absence ends up on unit B, but the cost (meaning, the generated salary) ends up on unit A (where the shift resides).
Q: What cost center will be associated with absences?
A: The cost of salary types generated by an absence will be added to the cost center of the underlying shift.
Q: How do I select to keep, unassign, or reassign underlying shifts when adding an absence?
A: The selection is made when adding the absence. The choice can be the same for all shifts in the absence period or different for each shift.
Q: When a person is absent and someone else is assigned to the shift, does Quinyx show the audit trail of who the shift originally belonged to?
A: The audit trail itself can't be viewed in Quinyx, but is recorded in the Schedule Logs.
Q: Can I add a part-time absence as a percentage?
A: Yes
Q: Can I bulk-delete absences?
A: From the mobile and web app you can only delete one absence at the time. That said, you can bulk-delete (or update) absences via API through UpdateAbsence.
Q: If a person wants to schedule an absence on the same day a Time Tracker period ends, will they have to extend the Time Tracker period to the next day so that they don't conflict?
A: If an absence is placed on the last day of a Time Tracker period, it should be included in the previous period, even if the absence stretches from 00:00 - 00:00 (technically going into the day that the new Time Tracker period starts).
Q: How do you add an absence when you already have an part-time absence (for example, part time sick 25% for 4 weeks with 3 days of vacation in the middle)?
A: The outcome you're looking for is currently only possible if you add three individual absences - one part-time sick leave 25% for the first period, followed by another (full-time?) absence of three days, in turn followed by a part-time sick leave of 25% during the third period. Support for adding overlapping absences, i.e. you add the 3 days of vacation on top of the already existing part-time sick leave, is being added in the sprints to come.
Q: Can I add an absence when an employee is no longer employed?
A: It's possible to add an absence after an employee end date has passed.
Example: Today is the 3rd of September. Employee X's last date to work was the 2nd of September. Now it's possible to go to a date when the employee was still employed and add an absence.
Q: Are employees notified if a manager changes the date and time of an absence?
A: Employees are notified when date or time is changed on their absence (given the manager hasn't paused notifications).
Q: Can you stop managers from approving their own absence requests?
A: The only option for keeping managers from approving their own absence requests is to not give managers a manager role on their home unit.
Q: Is it possible that 2 different managers have to approve an absence request of an employee for it to be fully approved?
A: No, only 1 manager needs to approve an absence request for it to be approved.
Q: Can you see your colleagues' annual leaves within the app or web portal?
A: No, employees can't see other colleagues' annual leaves within the web- or mobile apps.
Q: Is it possible to restrict which absence types are available to users?
A: Yes, you can enable/disable which absence types are available for employees and managers in the agreement templates. To do this, go to Account settings > Agreement template > Absence types and tick/untick the checkbox on the absence type you want to enable/disable.
Q: How does the absence All day checkbox logic work?
A: The All day checkbox will be:
- Ticked when you enter the Add absence panel from clicking a cell in the schedule.
- Ticked when you enter the Add absence panel from clicking the + in the top right-hand corner in the schedule.
- Unticked when you enter the Add absence panel from the button at the bottom of the Edit shift panel.
In cases 1 and 2 above, if the same date is selected as the start and end date, for instance, 2022-04-25, the start and end date will remain the same when you untick the checkbox, whereas the start and end times of the absence will be a one hour-interval. Said one-hour interval occurs 12 hours after your business daybreak, so if the business daybreak configured in your unit settings is 2 am, then the default absence times would be 2 pm-3 pm.
In cases 1 and 2 above, if multiple dates are selected as start and end dates, for instance, 2022-04-25 - 2022-04-30, those same dates will remain the same when you untick the checkbox, whereas the start and end times of the absence will be the business daybreak to business daybreak. By means of example, if the business daybreak configured in your unit settings is 2 am, then the default absence times would be 2 am - 2 am.
In case 3 above, the default dates and times will reflect the shift you’re entering the absence from.
