Adding an absence schedule

Updated by Daniel Sjögren

Watch a short video tutorial here and read more about working with absence schedules here.
Please note that absence schedules will not work with part-time absences.

Add an absence schedule

Sometimes an absence is entered well into the future before there is a shift for the period. In such cases, no salary-based shift is created during the absence. This means the employee will not receive any leave compensation. To counteract this, we have support for the absence schedule which, simply explained, comprises weekly templates which can be selected in the absence dialogue to create salary-based replacement shifts during the absence.

When setting up absence schedules, you decide if the absence schedule should:

  • Replace scheduled days
  • Replace free days, or
  • Replace all days
Read more about the replacement options when configuring absence schedules here.

It's also possible to define that a shift from the absence schedule is to be adjusted according to nominal hours per day according to the employee’s agreement. You only need to create the absence schedule which contains the shift that covers the organization’s highest possible full-time day nominal hours (e.g., 40 hours/week), since Quinyx will automatically adjust the absence schedule to the employee’s employment rate.

This is how you select absence schedules on leave applications and absences in Quinyx:

  1. Open a leave application or absence.
  2. Select which absence schedule to apply.
  3. See outcome of the selected absence schedule.
  4. Decide what to do with the shifts that are covered by the absence schedule (unassign, delete, or reassign).
  5. Approve/Save

It is possible to create an absence with a duration up to 24 months.

Part-time absence on individual absence shifts

It's possible to apply part-time absence per individual absence shift. 

How to:  

  1. Apply absence, select employee, from and to date, absence type.
  2. Apply part-time absence percentage under Part time absence.
  1. Select what you want to do with the absence shifts.
    1. All shifts in one go.
    1. Per individual shift.
  2. Select which action you want to apply on the absence shift(s): 
    1. Keep the start of the shift:
      1. Unassign the last part of the shift.
      2. Delete the last part of the shift.
    2. Keep the end of the shift:
      1. Unassign the first part of the shift.
      2. Delete the first part of the shift.
    3. Edit the whole shift:
      1. Keep the whole shift.
      2. Unassign the whole shift.
      3. Delete the whole shift.
You can bypass the part-time percentage by selecting c) i, ii, iii above. (this is relevant for some of our Norwegian customers who want to include the percentage in the salary file at the same time as they want to keep the entire absence shift intact).
It’s not possible to apply different percentage rates on the same absence.

A note about employee metrics when using absence schedules

When absence shifts are created using absence schedules, there may be minor rounding errors as a result of specific agreement configurations. This is something we aim to address in due time. We apologize for the inconvenience and appreciate your patience. Meanwhile, we recommend the following manual workaround if you need the employee metrics in question to align:

  • 1. Shorten the absence occasion for the period in question by the relevant number of minutes
  • 2. Add a (very) short shift to make sure the employee metrics balance. If the unit is configured to allow overlapping absences (in the Account settings > Group management > [Unit] > Advanced unit settings > Allow overlapping absences), you may add an overlapping absence overtop said shift.

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