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Absence Deductions and "Full-Day Booking" Settings Guide

Overview

This guide explains how to use the "Full-Day Bookings Always Equal 1 Day" setting to ensure consistent entitlement deductions for absences. Whether your employees work fixed hours, flexible schedules, or seasonal rotas, this feature guarantees that full-day absences always deduct 1 day from their entitlement—no complex maths required!


How "Full-Day Bookings Always Equal 1 Day" Works

What it solves:
Employees’ working hours can vary (e.g., part-time staff, seasonal schedules, or hybrid roles). Normally, entitlement deductions are based on their rota hours. This might mean a "full day" off deducts less than 1 day for someone working fewer hours (e.g., 0.75 days for a 6-hour shift in an 8-hour rota).

With this setting enabled:

  • Full-day absence: Always deducts exactly 1 day from entitlement.

  • Half-day absence: Always deducts exactly 0.5 days.

  • Part-day absence: Deducts hours actually booked (e.g., 2 hours off = 2 hours deducted).

    •  Overrides individual rules: Works across all rota types (Days, Hours Fixed/Natural/Multiple) and entitlement pots.

Best for:

  • Teams with varying daily hours (e.g., part-time staff, school term schedules).

  • Ensuring fairness in entitlement deductions (e.g., all employees deduct 1 day for a full absence, regardless of their rota).


How to Set Up "Full-Day Bookings Always Equal 1 Day"

You can enable this at three levels: Global (company-wide), Template (for groups), or User (individuals).

Global Level (Company-Wide)
  1. Go to Admin Panel → Global Setup → Entitlement Setup.

  2. Select your entitlement pot and click Edit.

  3. Check the box: "Full-Day Bookings Always Equal 1 Day".

  4. Click Save.
    Applies to all users, unless overridden at template/user levels.

Template Level (User Groups)
  1. Go to Admin Panel → Template Setup.

  2. Select your template and click Edit Entitlement Pot.

  3. Check the box: "Full-Day Bookings Always Equal 1 Day".

  4. Click Save.
    Use this for departments with similar patterns (e.g., "Seasonal Workers").

User Level (Individual Employees)
  1. Go to Admin Panel → Users → Select User.

  2. Open their entitlement pot and click Edit.

  3. Check the box: "Full-Day Bookings Always Equal 1 Day".

  4. Click Save.
    ⚠️ If this setting is already enabled globally/template, a banner will appear:

    "This entitlement pot setting has no effect because ‘Full-Day Bookings Always Equal 1 Day’ is enabled at a higher level."



Additional Information

Key Tips:

  • Inheritance matters: Settings cascade downward (Global → Template → User). Higher-level settings override lower ones.

  • Part-day bookings: Always deduct actual hours booked (e.g., 3 hours off = 3 hours deducted).

  • Permissions needed: Only Admins or HR Managers with "Entitlement Setup" access can change this.

Common Use Cases:

  • Seasonal workers: A lifeguard works 10-hour days in summer but 6-hour days in winter. With this setting, a full absence always deducts 1 day—no manual adjustments!

  • Hybrid teams: Ensures a part-time employee (e.g., 4-hour days) and full-time employee (8-hour days) both deduct 1 day for a full absence.

  • Simplified reporting: Entitlement deductions stay consistent in days (not hours), making accruals and audits clearer.


Related guides: 

Enabling Override Full-Day Booking at the Global Level

Enabling Override Full-Day Booking at the Template Level

Enabling Override Full-Day Booking at the User Level

 

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