Absences and leave

Temponia keeps time off apart from tracked time. An absence is not a time entry: it has no project, no task and no rate, it never appears in a report of hours worked, and it is never invoiced. What it does is lower the hours Temponia expects from someone on a given day.

There are two kinds, recorded in two different places.

• A company non-working day is one date that applies to everyone: a public holiday, a bridge day, a company closure.
• A user absence is a date range for one person, with a type, a number of hours per day and an optional remark.

Both sit behind the reminders module. If you cannot find the pages described below, that module is switched off for your company. See turning modules on and off.

Marking a company non-working day

Owners and admins open Non-working days in the company settings. The whole year is shown as twelve small calendars. Click a date to mark it, click it again to clear it, and use the arrows either side of the year to move between years. Changes save as you click.

See non-working days and holidays for how these fit with the rest of your calendar.

Recording someone's leave

Owners and admins add absences per person from the Users list, using the non-working days button on that person's row.

1. Set From and Till. A single day is the same date twice.
2. Choose a Type: Holiday, Sick leave, Maternity or Paternity.
3. Set Hours. This is hours per day, prefilled with the person's normal day, so a half day is what this field is for.
4. Add a Remarks line if it helps, then select Add.

Two rules will stop you. Hours cannot be larger than that person's daily hours, which Temponia derives from their weekly total hours divided by five. And two ranges of the same type cannot overlap for the same person, so extending a holiday means removing the range and adding the longer one.

Everything recorded for the year is listed underneath, with a bin on each row.

What an absence actually changes

Temponia holds a daily expectation for every person: their weekly total hours spread across the company's active days. An absence reduces it.

• A user absence subtracts its hours from that day's expectation. A full day brings it to zero.
• A company non-working day brings the expectation to zero for everybody.

That expectation is the number behind the approval header above your timesheet, shown as logged against expected with a warning when hours are missing. It is also what the overdue-timesheet reminders check before mailing anyone. Recording leave is therefore how you stop chasing people for hours they were never going to log. See submitting your timesheet.

How absences look on the timesheet

In the calendar view an absence appears as a chip above the day column, outside the hour grid. A company non-working day reads Non working day. A person's absence shows its type, followed by the remark if there is one. Selecting the chip for a person's absence opens their non-working days page.

Absences do not block anything. If you did work on a public holiday, you can still enter that time normally.

Absences are not inactive days

Active days in the company settings is a weekly pattern: the days your company works at all. Those weekdays are left out of every timesheet view. An absence is a specific date, stays visible, and only changes what is expected of it.

Use active days for "we never work Saturdays", and an absence for "the office is closed on 21 July".