The paid absence feature helps companies effectively manage employee absences and leaves, giving administrators, managers, and employees a clear overview of leave balances and upcoming vacations. Here is an overview of how to use and configure this feature:
Granting Permissions to Managers
1. Administrator Permission: Administrators automatically have the right to manage paid absences enabled.
2. Manager Permissions: Managers need to be granted separate permissions. To do this:
• Go to the employee card.
• Open the Permissions section.
• Grant the manager the right to manage absences.
Adding Absences
1. Adding Absences: Go to Settings → Absences.
• Click the Add Absence button to add a new absence.
2. Editing an Absence: You can edit an existing absence in two ways:
• Double-click the absence entry.
• Select Edit from the three-dot menu.
Adding Accrual policy to Absences
After absence have been created, the following accrual rules can be set:
• Annual entitlement: The number of leave days assigned per year.
• Granting Method: You can choose either “All at once” (e.g., 28 days of leave are granted at once) or “Monthly installments” (e.g., 2.3 days of leave are granted at the beginning or end of each month).
• Rounding Rule: The numbers in the “Balance”, “Taken”, and “Upcoming” columns are rounded according to the selected option. The choices are “No rounding”, “To the nearest half”, or “To the nearest whole number”.
• Carryover: Specify how many days can be carried over to the next year.
Managing Absences assigned to an Employee
Employee-specific absences can be managed by following these steps:
1. Opening the Employee Card: Go to 1. Settings → 2. Employees, select the desired employee, and then open their card using the 3. Edit button.
2. Absence View (4.): The following information is displayed under the employee’s absences:
• Accrual policy: Whether an accrual policy has been assigned to the absence.
• Assigned: Whether the absence has been assigned to the employee.
• Balance: The available leave days.
• Taken: The number of leave days already used by the employee.
• Upcoming: The employee’s planned future vacations.
3. Editing or Assigning Absences: To modify or assign a new absence:
• Select Edit from the three-dot menu at the end of the absence row.
Adjusting Employee Leave Balance
Adjusting Leave Balance: If you need to adjust an employee’s leave balance (e.g., adding or deducting leave days):
Specify the number of days to adjust (positive or negative values).
Select the date when these changes will take effect.
Assigning a New Absence to an Employee
When assigning a new absence to an employee, it’s important to answer the following questions:
• Do you want to add an accrual rule?: Select “Yes” if you want to assign an accrual rule.
• Effective From: Specify when the absence will apply to the employee. Options include:
• Hire date
• Start of current period
• Next entitlement period
This feature makes paid time off management flexible and transparent, allowing for easy tracking of leave balances and the efficient management of absences.
If you have any questions, please contact our customer support 💡
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