Understanding linkages between Attendance, Leave, Weekly Off and Calendars

Understanding linkages between Attendance, Leave, Weekly Off and Calendars

In this article the linkages between Attendance, Leave status and mapping them with Calendar and Weekly Off patterns are explained.

1. Days status

In EazeWork HRMS the attendance and leave processes are interlinked. A day can have many status, the most common ones are Present or On Leave but there can be other status as shown below.

Single status : there is only one status for the day
• Present : this implies employee is in stated work location, in and out time are captured and displayed
• On Tour : employee is on tour and is out of of his base location
• Work from home : employee is working from home
• Leave : he is on an approved leave, this status gets further bifurcated into the type of leave, for example - Casual Leave, Earn Leave, Leave Without Pay
• Absent : employee has not marked his attendance and neither is there an approved leave, work from home or tour request. Absent is not the final status but more of an indeterminate status. Employees can submit a leave, tour, work from home or attendance updation requests for a day in past to regularize their missing attendance

Composite status : day's attendance is a mix of multiple status
• Half day present and half day on leave : an example of this is - First Half Earn Leave, Second Half Present
• Quarter day leave and remaining absent : this is shown as 0.25 CL + 0.75 A (the detail of which quarter of the day employee is on leave is not there)
• Similarly a lot of other composite status can be there

Other Status : there are three other status
• Weekly Off : this is shown as WO and even if employee comes to office and marks his attendance while the attendance data will be captured the status will be shown as WO
• Compulsory Holiday : this is shown as CH - Compulsory Holiday is shown when employee has a compulsory holiday as per the calendar
• Restricted Holiday : Restricted Holidays are optional holidays, it will be treated as a working day unless employee takes a leave on this day, in which case the status will show the leave which is being taken on this day

These status can be viewed on Dashboard > Calendar widget on the browser app or on the Calendar view in the mobile app. Refer article for more details.

Note
- Outdoor Duty (OD) is not an day's status, it is used the employee leaves office early for work or comes late after working out of office
- On a Present status you can apply partial or full day leave but if you are on full day leave then you can mark Present only after withdrawing the leave
- If your status is Weekly off or Compulsory Holiday you cannot submit an attendance updation request
- On both Weekly Off and Compulsory Holiday the status can be On Leave, Work From Home or On Tour if the process design is to count these days falling in the middle as Leave / WFH or Tour

2. Calendars linkage with Attendance, Leave requests

Every employee is mapped to a calendar in EazeWork HRMS. Please refer to article on Creating and mapping calendars for more details on how to create and manage calendars. Calendars have a list of holidays which can be compulsory or restricted holidays.

EazeWork applications provides the option to setup a calendar which can be from January to December or April to March. Jan to Dec calendar will start from 1-Jan and end on 31-Dec and Apr to Mar calendar will start from 1-Apr and end on 31-Mar.

When the year ends (31-Dec or 31-Mar ), leaves will be lapsed and/or will be carried forward as per carry forward policy defined in the leave setup.

When an employee applies for a leave, the duration of leave between a date range is based on the holidays and weekly offs and the treatment of intervening holidays in the leave policy. Accrual and year end expiry of leaves is also based on the calendar, hence mapping of calendars is essential prerequisite for working of leaves. If calendar for the next year is not available the employees will not be able to submit leave requests for any period falling in next year.

When an employee submits a tour or a work from home request which is overlapping a compulsory holiday and if the Holiday counted parameter is yes in the policy then the status of day will change to tour or work from home.

3. Weekly Off linkage with Attendance, Leave requests

Similar to calendars every employee is also mapped to a weekly off pattern. You can create multiple weekly off patterns in your company and map employees to the desired pattern. Refer articles on Creating weekly offs and Managing employee's weekly offs for more details.

When an employee applies for a leave, tour or work from home for days which are overlapping with a weekly off and if the Weekly Off counted parameter is yes in the policy then the status of day will change to leave, tour or work from home.

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