This article explains how our Time Off product calculates absence values, including the latest update for handling overlapping absences and shifts. It also provides an overview of general calculation methods to help you better understand how the system works.

General Absence Calculations

Here’s how the system calculates absence values in standard scenarios:

• Full-Day Absences: Deducts 1 day (or the equivalent hours based on the allowance type) per absence request.
• Half-day Absences: Half day absences deduct 0.5 days per absence request and the user can choose between the first and the second half of the day.
• Hourly Absences: Deducts hours based on the time requested and the user's working hours.
• Holidays and Rest Days: Absences on holidays or rest days are not deducted unless specifically configured in the settings.

Absences Overlapping with Shifts

When a shift overlaps with an approved absence, the system calculates the absence value based on the type of allowance configured for the user:

• Hour-Based Allowances: The system subtracts the exact number of hours the absence overlaps with the shift from the time-off balance.
  • For example: If the shift is 8 hours and the absence overlaps fully, 8 hours are deducted. 

• Day-Based Allowances: The system deducts full days from the time-off balance and logs the shift hours to maintain accurate records.
  • For example: If a user is absent for a day when a 6-hour shift is planned, 1 day is deducted, and 6 hours are logged.
     
• No Shift Planned: If no shift is planned on the day of the absence, the system uses the user’s contracted hours to calculate the deduction. Based on the Monthly / yearly / weekly value and the workble days defined in the platform, the platform will calculate the value of the shift.
   
• Mixed case: If in the requested time some days have planned shifts and some don’t, the value of the planned shifts will be deducted for the days in which they overlap with an absence, and for the days where there aren’t planned shifts we’ll deduct the corresponding contract hours.