Attendances & Absences
Sharing all your questions and discussions on Attendances & Absences as well as the Calendar.
- 192 Topics
- 520 Replies
Value-neutral conversion of leave entitlement
We have many employees that work only part time. During their employment, they often change their working schedules because of increasing their working hours and thus, working days.Now we figured out that according to the Austrian OGH, we have to recalculate the remaining holiday entitlement aliquot to their new working schedule.I.e. if an employee worked 20 hours per week in three days and will increase to 25h in 4days. And he has still 3 holiday days left that he will transfer in his “new working schedule” → We need to compute this three days as follows:(Left holiday entitlement / old working days per week) x new working days per week = (3 / 3) x 4 = 4 days aliquot holiday entitlementIn Personio though, we weren’t able to have the holiday entitlement working like this. We only put the 25 days holidays that are required by Austrian law. Nevertheless, whenever changing the working schedule, our employees as in the example just get added more holiday days but not recomputed the remainin
We would like to track the time elapsed for approvals, the time that the candidate submitted their request in relation to their absence date and to report on rejected absence requests. In the workflow hub we can see open approvals with the date and time submitted, and the date and time of the absence but after the absence is approved or rejected, we do not seem to be able to export or report. Where can I find a report or list of the absence requests rejected for a period?Where can I find a report of the time that the absence was submitted for approved absences. The information that we need is:date absence request submitted date of the absence date when absence was approved or rejected requestor absence type
Unpaid Leave (not for recreation or unexcused absence)
Hi there, How are you accounting for unpaid leave in the Absence types. The current categories only account for two types of unpaid leave - either for unpaid vacation for recreational purposes or for unexcused absence in cases of no show/no call? Also how are you accounting for unpaid sick leave - the categories only account for unpaid sick leave due to a sick child or paid sick leave. Thanks
Show absences in advance in MS Office
Hello, I am facing a new problem with Personio. For example Microsoft Teams only displays current absences not the ones planned, lets say week before. Not necessarily MS Teams is needed, but any integration with Personio that might show absences in advance….I am quite sure there are others willing to see them somewhere else in advance to not login to personio all the time. Thanks,Viesturs
Flexible shift work - schedule
(Deutsch unten)Dear CommunityA client of ours has doctors who are on a very flexible working schedule. They have a fixed amount of hours per week (e.g. 36), but can work various times and with no fixed days. For example one week 3x12 hours, next week 4x6 + 1x12 hours. How do I best create this in Personio?For now I created a model called Fixed Employment 36 hours per week and distributed the working hours evenly over the week (with 05hrs 8 min/day) and selected that minus hours should not be counted on a daily basis.Does anyone else have experience with a similar case and can share how you have displayed it in Personio?Thank you!Linda DeutschLiebe Community, Ein Kunde von uns hat Ärzte, die sehr flexible Arbeitszeiten haben. Sie haben eine feste Anzahl von Stunden pro Woche (z.B. 36), können aber zu verschiedenen Zeiten und an verschiedenen Tagen arbeiten. Zum Beispiel eine Woche 3x12 Stunden, nächste Woche 4x6 + 1x12 Stunden. Wie kann ich das am besten in Personio erstellen?Momentan h
Personio does not update Google Calendar for a particular absence type (though it does for other types)
Hi all,I was hoping you could help me. I have an absence type that is not appearing in staff member’s Google Calendar. I believe the Personio <> Google Calendar integration is sound because Personio puts other absence types in employees Google Calendars just not this absence type. Here are the settings for absence type FLEXI.Under Absence for FLEXI:General Settings Category: Other paid leave Unit of time: Hours Certificate required? No Allow employees substituting for someone to request this absence? Yes Validity Settings Valid on: Work Schedule, excl. Public Holidays Consider time tracked during absences of this type as overtime? No Accrual Policy None Under Employee RolesUnder Access Rights, All employees have View, Propose and Edit rights on FLEXI Under Calendar, All employees have Global access to the FLEXI calendarThe only differences of note between FLEXI and Paid Vacation are the latter has an accrual policy and the latter must be approved by line manage
Public holidays - part timers
Hi all , A question to all of you about the application of public holidays with part-time employees (under 40 hours ) : Scenario : If X works 32 hours a week (Mon- Thurs ) and a public holiday falls on Friday , do you all compensate for the hours this person misses as having a public holiday (since he will miss taking any public holiday that falls on Fridays ) (refer : https://www.rtlnieuws.nl/economie/artikel/5346961/parttimers-compensatie-gemiste-feestdagen-college-rechten-mens)Is this something that anyone has effectively implemented within Personio by prorating the hours when a public holiday falls outside of their regular working hours ? Or how is this being done ? All input is appreciated 🙏Thanks all !Sumi
Hi I need to pull a report on holiday usage company wide.I’ve used Employee list to get Holiday balance and and holiday planned balance which is great.What I still need is how many holidays have been taken, or if I could pull what their allowance was, I could create a formula within excel to work out days taken.What perhaps makes this more complicated is we have some people who carried over holidays from last year and others who have started this year so wouldn't have the full entitlement. Has anyone got any advice please.
Notification when Document is uploaded
We allow employees to upload doctors certificates (sick notes). How can this event trigger an alert to the HR Manager?Else we would need to ask the employees to upload the sick note and in parallel send an email to the HR Manager which complicate4s matters of course. ThanksMarc
Is it possible to switch from a 24-hour clock to 12-hour clock in the attendance section?
Hello, We have an employee in the US that was wondering if he could track his time using a 12-hour clock instead of a 24-hour clock (for example, 5:00pm instead of 17:00). Is there a feature in the attendance section to change the 24-hour clock to a 12-hour clock? Thank you,Andy Bingle
Time Tracking (disable backfilling time)
Dear Personio CommunityWe are currently implementing Personio for our company. We do have a wide population of employees that need to track their time for compliance reasons.In our current system they have a button they can use to log-in and out when coming and leaving. If they forget to press the button only HR can go in and change the arrival or leave time.We just learnt, that the “Button” version only exists on the mobile version of Personio. We do not provide our employees with mobile phone so using the mobile version isn’t an option for us.Although we know, if you want you can always trick the system. We will need to somehow limit the option of the employees to backfill their time. The time tracking with just entering your arrival time and leave time with half-hour steps will not work for us.So here my questions:Can we change the drop-down to show 5min steps? Can we look the time tracking, that you can’t enter anything in the past? (So if I get into the office at 9am, the drop-dow
Absences - Carry over for the hire date
(This question is related to this thread)I understand that is the current restriction.I can’t remember if there is a suggestion to enable the carryover to be from the Leave start date.i.e. it is selectable to enable a leave policy to start from year or hire date. There was an assumption that if the policy is selected to ‘renew’ on Hire Date then the ‘carryover’ is also based on Hire Date but I’ve understood that the ‘carryover’ is restricted to only taking place on Calendar… Is that right?
Carryover - cancelling
I am trying to delete the carryover aspect as it is mucking up the totals of our annual leave. Even though ‘Accrual carryover from previous year - No carryover’ is showing on the absence types, it is still showing on all the staff’s details.As a company we don’t allow any annual leave carryover, so ideally I want to remove this section completely - is that possible?
Doctors sick note / certificate - different process for public and private insurance
Dear all, In Germany the sick notes are not handed to the patient since 01.01.23 anymore (if you are under a Statutory or public health insurance)But for privately insured people the certificates are still handed to the patient.Can I discriminate between public and prtivately insured employees in Personio and make it mandatory for the privately insured people to upload a docotrs certificate after the 3rd day of sickness but for public insured employees it will not be mandatory.Any idea how this can be addressed? This will be a problem I am sure for all employers.
Disable Check for Overlapping Absences
We create absences via API and expect certain Absence Types to overlap.To avoid the approval workflows we set the “skip_approval=true” flag when inserting a TimeOffPeriod.However, we still receive lots of “Overlapping Absence” notifications.How to disable the “Overlapping Absence” notifications globally?
Vacation entitlement - Employees with different number of weekly working hours
Hello all,We would like to revise the way employees paid by the hour, such as student workers, build up vacation entitlement and make it as fair as possible. I read this article about it: https://support.personio.de/hc/de/articles/360000416285-Best-Practice-Teilzeitmitarbeiter-und-WerkstudentenCurrently, we have the maximum possible 20 hours per week for working students divided into 5 days per week (4 hours each), even if some only work 2-4 days. The total number of vacation days per year is the same as for regular full-time employees.One difficulty is that employees often only request vacation for these 2-4 days instead of for the whole week, so they do not get paid more over the year, but they can take more weeks of vacation. The regulation is also not very intuitive and difficult to explain.On the other hand, this regulation is not entirely fair, since employees who do not normally get close to 20 hours, e.g. only work 10 hours a week, can still apply for 5*4 = 20 hours of vacation
How to close absence & attendance period?
(How) Can we close a period so that the employees can no longer change/add attendance and absence data for the previous month? I.e. we would like that everyone tracks attendance and absences until the beginning of the following monht. After checking the data we want to disable the option that employees can do any changes. (At least we want to have to option to approve those changes which have been done after a specific day in the month.)I couldn’t find anything in regards to this. Can anyone help? 🙏
Workaround for approval
Hi Dear Community,For those of you who use time tracking with approval - I'm curious to see how you have solved the notifications to the manager about approving the times?If notifications are on, they get one email per time entry, meaning at least one notification per day. This is way too much for our managers who already get emails frequently. At the moment the solution is to email them once/month to remind them to approve the hours for their employees, but this is of course manual work.Anyone who has a recommendation for a more automated workaround?Linda
36 hours work week & Vacation calculation - the NL
Hey all,Coming with a question from the lowlands :D We are currently having a number of employees that work 36 hours per week. We’d like Personio to automatically update the outstanding vacation days once it knows that the employee has switched from 40 hours to 36 hours. Currently, Personio is able to do that for 32 hours, but it seems that 36 hours does not automatically trigger Personio to make the right changes. Is an update coming to introduce this automatic rule? And has somebody though of a work around that has little to no human error in it?Thanks,Hristo
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