Managing Holiday Leave

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Modul: Personal

Tillvalsmodul: Schemamodul Standard för ansökningar; Schemamodul Bas för frånvarodialogen på Stämplingar och saldon

För personal- och ledighetsansvariga administratörer

Uppdaterad 2026-11-12 10:50

Brief answer

First, check the dates and scheduled shifts. If the holiday has been applied for through the app, manage it via Leave Applications. Otherwise, record the correct holiday code in the employee's Calendar. Afterwards, verify absence days, balances, and payroll documentation.

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Before You Begin

Confirm that the holiday is approved according to your routine and that you are using the correct employee, dates, and employment contract. Find out if the employee has an open leave case for the same days to avoid registering the holiday twice. Ensure that the payroll period is still open for changes.

The application route requires Schedule Module Standard and permissions to manage the employee's application. For Absence... on the Clockings and Balances page, Schedule Module Basic is needed. Use the route available in your environment and check permissions before making decisions or registering a period.

Do not have the same holiday both as an application and as manual absence

Approval on the Leave Applications page registers full-day absence in the schedule. Therefore, check both the application and the calendar before manually entering the same dates. Changing the created absence does not by itself substitute the handling of the application.

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When a Leave Application Exists

Review the ApplicationOpen the ongoing application on the Leave Applications page. Verify the employee, dates, Type of leave, and the employee's comment. #### Details - An ongoing application is a request, not already registered holiday. Check that the leave code is on the employee's contract for the entire interval and that there is no other absence recorded on those days. - Show only ongoing applications normally displays pending cases. However, an already selected application may still appear in the list after a decision, so read its Status before interpreting it as untreated. If you cannot find the case, check the filter and the employee's calendar before creating anything new. - An application can cover more days than the scheduled holiday days that later give a balance. Compare the period with shifts and contract terms instead of interpreting every calendar day as a paid holiday day. - If the application spans two employment contracts, the holiday code must be available on both. Investigate the period before changing code or dates so that the decision covers more than just the first part. - Your ability to read an application does not necessarily mean you can approve it. If the status cannot be changed, the permission for that particular employee needs to be checked. Do not attempt to bypass this by registering the same holiday manually. - If imported holiday balances are shown, read them together with Last updated. The values come from the account groups used for import and do not provide a general indication of current entitlement to paid leave. Verify an old or unexpected value with payroll before making a decision.

Make a Decision and Verify the RegistrationSelect the correct Status and choose Save. Then open the employee's Calendar to check the result. #### Details - With Approved, the application's code is entered as full-day absence for the entire interval and the affected schedule is recalculated. It is therefore important to check both the application's status and the created absence. A holiday decision is not just a change of text in the case list. - Rejected means the leave is not granted. Provide a clear comment when your workflow requires it and ensure the employee receives notification via your chosen channel. - An application concerning a locked payroll period cannot be approved as if the period were still open. Let the payroll responsible assess how the period and any already transferred data should be handled. - The question Do you want to copy shifts from the employee? appears before approval when the period covers at least 16 calendar days and Copy shifts with absence code is enabled for copying. This setting is found under Administration → System Settings. Check staffing needs before answering: copying creates unstaffed shifts that must be managed in the schedule. - In the copying dialogue, Yes continues approval completing the copying of affected shifts. No continues approval without copying. If you close the dialogue, the transition is cancelled and the application remains ongoing. Choosing No is therefore not the same as rejecting the holiday application. - The employee's notification depends on what changes when saving. A pure status change to Approved or Rejected provides notification about that decision. If you change, for example, the administrator's comment at the same time, a general update notification is used instead. Ensure your communication makes the decision clear even when multiple details are changed simultaneously.

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When Registering Holiday Directly

Register the Holiday DirectlySelect Edit absence for the first holiday day on the Calendar page. Select the correct holiday code, specify the whole interval, and choose OK. #### Details - The holiday code is managed under Contracts → Absence Codes, where it is linked to collective agreements. Type must be Holiday for Timeplan's holiday calculation, and the code must be available on the contract valid during the period. Verify this connection if the code is missing; do not use a different absence type just to proceed. - Keep scheduled shifts for days when the employee would otherwise have worked. The schedule is needed to understand absence extent and to compare holiday with regular hours. - If the holiday spans a contract change or a locked payroll period, the period needs to be reviewed in parts. Do not save a shortened period as if it were the employee's entire leave. - Check if any days already have a different absence code. Do not overwrite existing registration until you have confirmed which absence is correct and how the previous information should be handled. - The Calendar's Edit absence is the special day control shown as an arrow out of a square. Opening the calendar day itself instead takes you to the working day on Clockings and Balances, where you have access. There, use Absence..., choose OK, and then Save on the page. The calendar dialogue's OK saves directly and reloads the calendar. Verify which route you use before leaving the page. - For holiday during part of a day, check working time separately. Partial day absence adds to the shift's time and does not automatically shorten a full shift. Follow Register part-time absence and multiple absence codes when the schedule needs adjustment. The advice to keep the schedule base for full-day holiday is not a recommendation to always leave a full shift unchanged with partial absence. - To correct a single day, enter the same date as start and end. Otherwise, the choice applies to all days in the interval. Open the saved day again and review the result before retrying after an error message; a later part of the save may have failed after earlier changes were saved.

Verify Holiday Days and BalancesOpen Clockings and Balances for a few affected days and compare with your absence or payroll report. #### Details - The number of calendar dates in the application is not always the same as the number of days or hours on the holiday account. Start with the code's Account and its unit on Absence Codes. An account showing quantities needs to be compared with number of days, while a time account needs comparing to absence time from the working shift. Do not choose a different account just because another type of value looks more familiar. - If a balance differs, first verify code, dates, shifts, and contract terms. A manual change directly on an accumulated account can give a misleading result if the account is also calculated by a rule. - Corrections after a payroll file has been created require special reconciliation. A new registration in Timeplan does not automatically update a file already imported into the payroll system. - Max holiday days/week is managed on the contract's Account Settings page. With the value 5, eligible holiday dates are counted within Monday–Sunday. The first five can yield numbers even without shifts; a later day shows zero. However, if the later day has a shift, the shift-based time result is kept in the current calculation. Check both quantity and time and do not assume all results become zero on the sixth day. - With Max holiday days/week set to 7, a working shift is required for a holiday result. A Saturday or Sunday is not excluded simply because it falls on a weekend. Check the shift and the contract rule when public holidays or non-working days give a different result than expected. - The option Generate absence hours for holiday on public holidays is found on the contract's Contract Settings page. When turned off, no holiday result is created on such a holiday. When enabled, the day is evaluated according to other holiday rules. Therefore, also check the public holiday, not just the holiday code's dates. - Holiday calculation on Account Settings is used for affected payroll exports and reports. This choice does not itself change Timeplan's usual calculation of the holiday balance. If Timeplan's balance is correct but the recipient shows a different holiday result, the payroll responsible must compare the actual transfer and the recipient's settings. - A change to the holiday code's settings does not automatically recalculate previous days. Decide with the payroll responsible which dates need to be monitored or recalculated, especially if the data has already been used for a payroll file.

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Verify the Result

Ensure that the application and calendar show the same decision and dates, that scheduled shifts remain where needed, and that holiday outcomes are reasonable in relevant reports. If uncertain about the number of paid days or compensation, the payroll responsible should compare with contracts and payroll system before payroll runs.

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Frequently Asked Questions

Why does the number of holiday days differ from the number of dates in the application?The application describes the calendar period of leave. The holiday outcome also depends on working shifts, contract rules, and which days contribute to holiday balance. Check the details day by day.

Can I change an approved holiday directly in the calendar?First, check if the absence belongs to an approved leave application. Then the application and the created absence need to be managed coordinated so that status and calendar do not contradict each other. For a holiday that should be withdrawn, Cancelled is normally used on the application, not Remove. When an approved application is changed to Cancelled or Ongoing, the matching full-day absence is cleared and the affected schedule recalculated. Therefore, check the entire period after the change. With Ongoing you can then adjust the details that require change before the application is processed again; a locked payroll period must first be assessed by payroll responsible.