Managing Illness, Waiting Periods, and Childcare Leave

Frånvaro och ledighet · Steg-för-steg-guide

Modul: Timeplan Bas

Tillvalsmodul: Schemamodul Bas för frånvarodialogen

För administratörer som hanterar sjukfrånvaro och vård av barn

Uppdaterad 2026-11-12 10:50

Brief answer

Start by checking when the employee has been absent and what has already been recorded. Enter full-day absence on the Clockings and Balances page, or check the clockings if the employee became ill during a shift. Save the registration and then follow up both the absence period and the sick leave balances.

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Before you begin

Follow your routine for sickness and absence reporting and verify the actual dates with the employee. Also check if the absence has already been reported in the app, so you do not overwrite a correct registration unnecessarily.

For full-day absence, the planned shifts need to remain as a basis for the time the employee was scheduled to work. Part-day absence works differently: it is added to the planned time and does not automatically shorten the shift.
The absence dialogue requires Schedule Module Basic. The date must be covered by an employment contract and fall outside closed payroll periods. Contact your administrator or payroll manager if you cannot modify the current day.
Check with the payroll manager which sickness and childcare codes you use and which parts of sickness management are accounted for in Timeplan versus the payroll system. The guide describes registration in Timeplan, not an assessment of the employee’s entitlement to benefits.

An unexpected waiting period or sickness balance must be investigated against the sickness period, the employment’s weekly working time, and the deviation code settings. Do not add a fictional clocking or change absence codes solely to achieve an expected payroll outcome.

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Registering a full day absence

Check the dayOpen the employee’s Clockings and Balances page and select the first date of the absence. Compare the shifts with the clockings and absences already recorded. #### In-depth information - Use the Calendar as well to get an overview over a longer period. Pay special attention to the first and last day of absence and any days off in between. A day off during a sickness period is not the same as a day with scheduled absence hours. - When the employee has reported full-day absence themselves, an employee icon shows who added it and when. If you change the absence code, this information disappears from days in the altered interval. If the code remains unchanged, the info is retained. - Also check if the day already contains part-day absence. Timeplan treats full-day and part-day absence separately; a new full-day code does not automatically replace the other registration. Therefore, do not enter two absence parts for the same reason.

Select absence code and periodChoose Absence.... Under Full-day absence, select your code for illness or childcare and enter the first and last date of the period. #### In-depth information - Codes are managed on the Deviation Codes page and linked to contracts there. An illness code must be of the type Illness to be used in Timeplan’s sickness calculation. The code’s name can differ between Timeplan environments, so choose your established code rather than relying only on the name. - The period covers all dates from the start date through to the end date inclusive. Enter the same date in both date fields if you only want to change one day. The entire interval must lie within a continuous employment contract and outside closed payroll periods. If the absence continues across a contract change you need to register the parts within each contract and check that the correct code is available there. - Select Child when the code requires it. Children are retrieved from the employee’s Relatives/Children page. If the correct child is missing, the information must be completed there before the absence is registered. Do not select a different child just to proceed. - An older code shown as (inactive) cannot be selected for new registrations. It may remain for previously recorded absence. Ask the person responsible for the contract to verify which current code you should use. - Check the option Create free shift for full-day absence before continuing. This is used to make shifts available for staffing according to your settings. It is not a way to specify part-day absence, and when part-day absence is saved this option is not used.

Save the absenceSelect OK to return to the day. Check the information and then choose Save on the Clockings and Balances page. #### In-depth information - OK in the absence dialogue only applies your choices on the page. The registration is only saved when you choose the page’s Save. Therefore, do not leave the page immediately after closing the dialogue. - When the day is saved it is forwarded for recalculation. Open the saved day again and check the absence code, period, and child details to confirm the correct information remains. - If an error message appears when saving, first reload the day and check what is actually registered. Do not assume all changes have been reverted, and do not enter the same absence again without checking the result.

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Managing illness during part of a day

Check clocking and reasonSelect the relevant day on Clockings and Balances. Check the actual clock-in or clock-out time and the reason associated with the deviation from the shift. #### In-depth information - If the employee goes home sick before the shift ends, the clock-out must reflect the actual time of departure. For the sickness code to be usable in this scenario, it must be selected for Early clock-out on the Deviation Codes page. For sickness absence before a late clock-in, use Late clock-in instead. - When adding a missing clocking via the Clockings and Balances page, the deviation code is used without a separate choice if only one code applies. Therefore, check the reason given by the new registration even if no reason prompt appears. - Childcare should not be assumed to be among the same clocking reasons as illness. Codes of the type Parental leave are used for full or part-day absence, not for choices Late clock-in and Early clock-out. Follow your procedure for childcare and use part-day registration when that is the intended route. - If a clocking is missing, the actual time must first be confirmed by the employee or supervisor. Then follow the guide Correct Clockings and Manual Balances. A time suggested by Timeplan is a tool, not proof of when the employee worked. - Do not simultaneously enter part-day absence for the same absence time already handled through the clocking. Compare actual worked time with calculated absence before deciding if corrections are necessary.

Register part-time absence if neededIf the absence should be registered as part-day absence, select Absence... and the correct code under Part-day absence. Enter or verify the time or fixed percentage and follow the guide Register Part-time Absence and Multiple Absence Codes to adjust the schedule. > [!WARNING] > Part-day absence does not shorten the shift > It is added to the planned time. If a full shift remains while registering part-day absence, the distribution between work and absence will not automatically be correct. Check the shift length before saving. #### In-depth information - In Time, enter the length of the absence, not the clock-in or clock-out time of when it begins or ends. For a code with fixed percentage, the field shows the percentage and cannot be changed. This percentage is calculated from the employment’s weekly working time, not by Timeplan deducting the same percentage from just that day’s shift. - The dialogue allows one full-day code and one part-day code per date. It does not support two separate part-day lines. If you need to combine different types of absence, follow the guide about multiple absence codes and verify the total effect. - Use the same start and end date for a single day and choose child if any of the codes require it. Then verify both codes and the period before clicking OK and then the page’s Save. - If both the full-day and part-day code concern illness, the full-day code is used to determine the sickness period. The date is not counted as two sickness days because two codes exist. Absence hours are however calculated separately, so this does not protect against double hours.

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Follow up the sickness period

Check balances and messagesOpen a day at the start and another during the sickness period. Compare the registration with Balances and any calculation messages and verify deviations with the payroll manager before proceeding with salary. #### In-depth information - When sickness calculation is done in Timeplan, the sickness absence is distributed between the deviation code’s Waiting Account, normal Account, and Insurance Account. Therefore, check the entire sickness period, not just a single account’s balance for one day. - The waiting period threshold in Timeplan’s calculation is based on 20 percent of the employment’s weekly working time. Time already posted to the waiting account during the same sickness period is deducted from the remaining waiting period. The waiting period may therefore not be complete during the first sick day. - The Reinfection setting on the deviation code determines how far back Timeplan looks for previous sickness absence. The search uses calendar dates, and days off do not themselves break the connection. In a Swedish Timeplan environment, intermediate calendar days are also included in the sickness day count when a previous sick day is found. This setting should not be confused with an instruction to register worked hours on days off. - When the waiting period is fully accounted for, Timeplan compares the number of registered sick dates with the value in Sickness Period. Up to that limit, sickness absence remains on the code’s normal account; thereafter, it is transferred to Insurance Account. So just looking at the sickness day number is not sufficient. Also check which dates actually have sickness absence before assessing the distribution. - If multiple sickness codes are used in the same contract, the contract manager must ensure they have the same Reinfection value. Different values do not provide a reliable basis to assess a new sickness period. - Sickness unsocial hours (OB) require that the absence complies with the rules on the contract’s Unsocial Hours Rules page and that a sickness account is selected there. With Calculate OB – During sickness period, sickness OB is retained during the employer period, but not for the waiting part or after the sickness period limit. With All days, it is retained also for these parts. A missing OB balance should therefore be checked against both absence and contract settings.

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If the employee reports today’s absence in the app

Check the app registrationAsk the employee to check the code shown after Report absence today. Then verify the same date on the Clockings and Balances page before making your own registration. #### In-depth information - The function applies to full-day absence for today. Today’s data must be published to the app’s start page, and the employee must not have any clocking used for today. There must also be an allowed absence code. The function is not used when the primary contract’s calculation method is Deviation reporting in app. - When the app is online, the employee can choose a code in the dialogue Select reason for absence. The absence is registered immediately upon selection; there is no extra save step. Wait until the app shows the result before trying again. - The function does not require the Clock in app extension. It also does not use clocking’s IP restrictions or location requirements. The employee can therefore report absence even when clocking is not allowed from the current network, provided the absence function’s own conditions above are met. Normal access and login to the app are still required. - That the start time of the shift has passed does not itself close the function. It is among other things today’s published data and existing clockings that determine if it is shown, not just the time. - If the employee has chosen the wrong code, they use Undo reported absence for their own registration for today. The absence is then removed immediately without extra confirmation. Absence registered by an administrator cannot be replaced or undone this way; the employee must contact the administrator. - A code with Child must be specified cannot simultaneously have Report absence today. If childcare registration requires a child to be selected, you need to use another of your absence workflows. - If the employee’s registration is already correct, do not enter the same absence again. If you need to correct the code, check first what the employee actually reported.

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Frequently Asked Questions

Why do absence hours show as zero on a day in the period?First check if there is a work shift that day. A continuous sickness period can include days off without scheduled absence hours. If the day should have been a workday, check the schedule and read any calculation messages before changing absence.

Why is sickness absence missing after a longer period?Ask the contract manager to verify Sickness Period and Insurance Account on the deviation code used. If the account for the insurance period is missing, sickness absence on the normal account is not retained after the limit. Do not switch to another absence code as a temporary solution; check the setting and agree with payroll on how already calculated days should be handled.

Why is there an error about the waiting account?Check with the contract manager that the correct waiting account is selected and that it pertains to time. An empty Waiting Account can also cause an error regarding the account’s unit. However, no warning does not in itself prove the selected account is correct.

Is it enough to correct the deviation code’s settings?No, a change on the Deviation Codes page does not automatically recalculate already processed days. Confirm with payroll which days need reviewing or recalculating and whether information has already been forwarded to the payroll system.