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Manage Staff Absence Types

  • Absence Types Management

    This guide walks you through the complete configuration of absence types available in the GSI2 system for managing holidays, permits, sick leave and other types.

    Accessing Configuration

    1. From the main menu, navigate to General Tables → Staff → Absence Types
    2. You'll see the table with all configured absence types
    3. Use filters and sorting to quickly find a specific type

    Main Table View

    The table displays the following columns:

    • Name: Absence type designation visible to users
    • Max balance (hours per year): Annual hours available
    • Is billable: Indicates if hours are billable to clients
    • Allow negative values: Permits negative balances
    • Code: Identifier for export and integrations
    • Actions: Edit and delete buttons

    Creating New Absence Type

    Step 1: Start Creation

    1. Click the + button at the top right
    2. The "Add absence type" form will open

    Step 2: Basic Information

    1. Name*: Enter a descriptive name (e.g. "HOLIDAY", "SICK LEAVE", "PERMIT")
    2. Code: Enter a numeric code for export (e.g. 7004 for holidays)
    3. Max balance (hours per year): Define annual hours (e.g. 160 for 20 days)

    Step 3: Configuration Options

    Billing

    • Check Is billable if these absences should be billed (e.g. training at client)

    Limit Management

    • No limits: Removes any restriction on usable hours
    • Allow negative values: Permits going negative (useful for holiday advances)

    Approval

    • Automatic approval: Requests are approved without managerial review

    Step 4: Advanced Configurations

    Export Rounding

    1. In the Export round up (minutes) field, enter the rounding value
    2. Example: with value 15, 1h10min becomes 1h15min in export

    Working Time Calculation

    • Is considered working time for week based calculations: Hours contribute to weekly total
    • Is considered working time for daily based calculations: Hours contribute to daily total

    Step 5: Save

    1. Verify all entered fields
    2. Click SAVE to create the absence type

    Editing Absence Type

    1. Find the type in the main table
    2. Click the pencil icon in the Actions column
    3. Modify necessary fields in the form
    4. Click SAVE to confirm

    Warning: Changes are not retroactive. Changing max balance doesn't affect already recorded absences.

    Deleting Absence Type

    1. Verify no absences are recorded with this type
    2. Click the trash icon in the Actions column
    3. Confirm deletion in the dialog window

  • Typical Configurations

    Annual Leave

    • Name: HOLIDAY
    • Code: 7004
    • Max balance: 160 hours (20 days)
    • Is billable: NO
    • Allow negative: YES (for advances)
    • Automatic approval: NO

    Time Off in Lieu

    • Name: TIME OFF
    • Code: 7051
    • Max balance: 72 hours (9 days)
    • Is billable: NO
    • Allow negative: NO
    • Automatic approval: NO

    Sick Leave

    • Name: SICK LEAVE
    • Code: 7010
    • No limits: YES
    • Is billable: NO
    • Automatic approval: YES

    Training

    • Name: TRAINING
    • Code: 7020
    • Max balance: 40 hours
    • Is billable: YES (if at client site)
    • Is considered working time: YES

  • Integration with Staff Module

    Configured absence types are used in:

    • Staff → Absences: To create absence requests
    • Staff → Calendar: View planned absences
    • Staff → Anomalies: To resolve unjustified absences
    • Staff → Export: Generate codes for payroll

  • Best Practices

    • Use clear and industry-standard names (HOLIDAY, SICK LEAVE)
    • Keep numeric codes consistent with payroll system
    • Document internally the meaning of each type
    • Test rounding before production use
    • Enable automatic approval only for non-critical types
    • Check impact of "considered working time" options