Flexible Hours Schedules & Absences

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This article focuses on absences in combination with Flexible Hours Schedules. For the main article about Flexible Hours Schedules, please follow this link:

Flexible Hours Schedules

Absence Duration

TimeMoto processes any absence duration in a pretty straightforward way. If you plan absences for specific time frames, the system calculates the duration of that time frame as absence time (excluding scheduled breaks) and shows them in the Absence column of the Timesheet. If you plan full-day absences over one or more days, the system usually takes the scheduled work time as the expected absence duration.

Full-day Absences and Flexible Hours Schedules

However, if the scheduled day is based on a Flexible Hours Schedule, there is no daily shift value the system can take. For this reason, the expected absence duration is defined in the schedule's settings for each day of the week separately. TimeMoto will then take that number as a theoretical scheduled shift and determine the absence hours accordingly. If that field wasn't filled out, TimeMoto considers the absence as 0 (just like on an unscheduled day).

Example:

Let's assume an employee works on a 40 hours per week contract. Their manager specified 8 hours of absence on Monday and Wednesday till Saturday. Tuesday and Sunday were left empty. Today the manager scheduled three consecutive days off from Monday to Wednesday. According to the schedule's settings, the employee will now have an 8-hour absence on Monday, no absence on Tuesday and another 8-hour absence on Wednesday.

Absence Days

In the Absence Manager (see Breaks and Absences), you can define whether absences will be managed in days or hours. This setting directly affects how the Holiday Balance is calculated for all employees. If absences are managed in days, TimeMoto would usually account for one holiday deducted for each holiday planned over a day with a scheduled shift. 

Since this number can't be determined in a Flexible Hours Schedule and the employee could theoretically work on any day they wanted, TimeMoto prompts the manager to specify the number of holidays taken before planning multiple days of absence that are deducted from the Holiday Balance.

Example:

Let's assume an employee works on a 40 hours per week contract. The employment contract further specifies that the employee must take 5 days of annual leave for a whole week's holiday. If the manager then schedules a holiday for the employee, including all 7 days from Monday to Sunday, TimeMoto will then ask them how many days the manager wants to deduct from the employee's holiday balance. There, the manager can now specify that it is only 5 days, even though the absence spans all 7 days.

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