This guide explains how absence deductions work across different rota types and introduces the "Full-Day Bookings Always Equal 1 Day" setting, which ensures consistent entitlement deductions. It covers scenarios for full-day, half-day, and part-day bookings and provides actionable steps to configure this feature.
Absence Deductions Overview
Rota Type | Full Day | Half Day | Part Day |
|---|---|---|---|
Days Rota | 1 full day is deducted from entitlement. | 0.5 days are deducted from entitlement. | Not applicable. |
Hours Rota (Natural) | All rota hours for the day are deducted. | Half of the rota’s hours are deducted. | Exact hours booked are deducted. |
Hours Rota (Fixed) | A fixed duration for the day is deducted. | Half of the fixed duration is deducted. | Exact hours booked are deducted. |
Hours Rota (Multiple) | All working periods for the day are deducted. | Either the AM or PM period is deducted. | Exact hours booked are deducted. |
Full-Day Bookings Always Equal 1 Day Setting
Overview
This setting ensures that a full-day absence always deducts 1 day from entitlement, regardless of the rota hours or assigned entitlement pot. It simplifies absence management by providing consistent deductions for all absence types.
Key Features
Applies to all absence types: Ensures 1 full day is deducted when all working hours in a day are booked.
Half-day absences: Always deduct 0.5 days.
Overrides pot settings: When enabled, the setting takes precedence over individual pot configurations.
Inheritable: Can be applied globally, at the template level, or at the user level.
Tooltip:
When enabled, if all the working hours in a day are booked, it will always deduct 1 day of entitlement, regardless of the rota hours; similarly, a half-day absence will be 0.5 days. When disabled, the hours per day figure is used to calculate the duration in days, so shorter working days give deductions proportional to the time worked.
When to Use This Setting
For users with varying hours per day (HPD) or seasonal changes in working patterns.
To ensure absence deductions remain consistent across all entitlement pots measured in days.
Steps to Enable "Full-Day Bookings Always Equal 1 Day"
Global Level
Go to Admin Panel → Global Setup → Entitlement Setup.
Locate the entitlement pot and click Edit.
Enable the setting: Full-Day Bookings Always Equal 1 Day.
Save changes.
Template Level
- Go to Admin Panel → Template Setup.
- Select the template and click Edit Entitlement Pot.
- Enable the setting: Full-Day Bookings Always Equal 1 Day.
- Save changes.
User Level
Go to Admin Panel → Users → Select User.
Edit the entitlement pot.
Enable the setting: Full-Day Bookings Always Equal 1 Day.
Save changes.
Notes and Common Use Cases
Notes
When enabled on the Settings Page, this setting overrides any corresponding pot-level settings.
A banner will appear on the Entitlement Pot Edit page at the user level, stating:
"'Full-Day Bookings Always Equal 1 Day' is enabled on the user's settings page, so this entitlement pot setting will have no effect."
Common Use Cases
Time Tracking Accuracy: Aligns absence deductions with actual working hours while ensuring correct entitlement adjustments.
Simplified Absence Management: Resolves issues for users with complex rotas or seasonal changes in working hours.
Summary
The "Full-Day Bookings Always Equal 1 Day" setting standardises absence deductions across all rotas and absence types. By enabling this setting at the desired level (global, template, or user), you can ensure fair and consistent deductions, improving clarity and simplifying absence management.
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