Register part-time absence and multiple absence codes
Frånvaro och ledighet · Steg-för-steg-guide
Modul: Timeplan Bas
Tillvalsmodul: Schemamodul Bas för frånvaro och planering
För administratörer som hanterar del av dag-frånvaro
Uppdaterad 2026-11-12 10:50
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Brief answer
Adjust the work shift to the time the employee is scheduled to work and record the remaining absence with the correct code and extent. The part-time absence is added to the shift time; it does not shorten the shift for you. If both full-day and part-time absence are used on the same day, you need to check the balances of both codes, as they are calculated separately and can be combined.
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Before you begin
Find out how long a portion of the employee's regular working day they will be absent and the reason for it. Check the base schedule, employment contract, and which deviation codes can be used for Partial day absence. The Absence... function and planning require the Schedule Module Basic and the appropriate permissions.
For longer recurring part-time absence, a customised base schedule may be more appropriate than many separate daily changes. If you combine several absence reasons, the payroll administrator should also verify how the receiving payroll system handles them. Two entries in Timeplan do not themselves guarantee correct payroll export.
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Absence does not shorten the shift and is not automatically limited to one working day
Adjust the shift before adding part-time absence. An eight-hour shift does not become four hours simply because you register four hours of absence. If you also use a full-day code, that will be calculated as well, without a shared automatic limit for the total absence for the day. Therefore, check the extent and accounts before the result is used for payroll.
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Shorter part-time absence
1Check the working dayOpen the relevant day on Time Stamps and Balances. Compare the base schedule, work shift, and the time the employee will be absent. #### Further details - Base your assessment on the actual regular working day, not just on how many hours happen to be in the current shift. If the shift is already incorrect, it must be corrected before the absence is entered, otherwise the sum of work and absence may be misleading. - Part-time absence is expressed either as a time length or the fixed percentage set on the deviation code. You do not specify the absence’s own start and end times in the dialogue. When the code has a fixed extent, the field shows that percentage and cannot be freely changed. - If the date falls within a locked payroll period or outside the employee’s continuous employment, the conditions must be investigated first. Do not create a compensating row on a different day. - Check if the day already contains a full-day code or a part-time code. The dialogue supports only one choice of each type and cannot store two separate part-time codes for the same date.
2Adjust the work shift timesOpen the shift in the timeline and change the Time in the Work Shift dialogue so that the shift corresponds to the working hours. Select Save in the dialogue. You save all changes to the day on the page after the absence is completed. #### Further details - The shift and part-time absence together should describe the day that would otherwise have been worked. If an eight-hour day consists of four hours worked and four hours absent, the shift should describe the four hours worked. - For an absence code with a time account, the calculated part-time absence is placed before the day’s first shift. A shift 12:00–16:00 and four hours of part-time absence therefore results in a calculated absence block 08:00–12:00. This placement is a calculation, not a free choice of absence clock times. - Save in the dialogue registers the change on the day you are working with but does not yet store the entire day. Do not leave the page before you have also chosen the page’s Save after the absence registration. - If a work shift is missing, the ability to calculate part-time absence depends on reporting method and contract settings. Do not use a schedule without shifts as a substitute for checking the working day. Ask the payroll administrator to assess the handling if absence is to be registered without any shift.
3Enter absence and periodSelect Absence... on the page. Under Partial day absence, choose the correct Deviation code and extent in Time. Verify both dates in the period and select Children if any of the codes require it. Then choose OK. #### Further details - When you only want to change one day, both the start and end dates should be that day. A longer interval affects every date in the period, even if you opened the dialogue from a single day. The interval must fit within a continuous employment and outside closed payroll periods. - Select the code that reflects the actual absence. The code determines, among other things, the account, the sign on the balance, and which other calculations are affected. Do not switch between, for example, sickness absence and childcare absence just to get a certain balance. - A percentage code is converted to time based on the employment’s weekly working hours and the set distribution. The percentage does not always correspond to a percentage of just the shift you see on the day. Therefore, compare the calculated absence with the intended extent. - When entering a time length, review the value before proceeding. Excessive hours, minutes, or seconds are limited by the field; an incorrectly entered value does not have to remain exactly as you typed it. - If a code requires Children, you must select the child even when only part of the day involves parental leave. It is not enough that the name is noted in a comment. - The option Create free shift for whole day absence applies to full-day absence. It is not used to automatically create a free shift for part-time absence and is disabled when part-time absence is saved. Assess staffing requirements separately. - OK closes the dialogue and transfers the selections to the current page. They are not finally saved yet. If you do not want to apply the changes in the dialogue, choose Cancel instead.
4Save the day and check balancesSelect the page’s Save and reopen the day once the calculation has updated. Check shifts, absence, time stamps, accounts and calculation messages. #### Further details - Both the shift change and absence selection must be included in the saved day. Do not just check that dialogues have closed; verify the data after saving. - If an error occurs during saving, check what has actually been stored before trying again. Do not assume all changes to the day have either saved together or rolled back together. - For a code with a time account, absence may show as a time block. Other account units show a direct balance without a separate time interval. Not seeing an absence block is therefore not always a sign that the registration is missing. - Read the calculation messages even if the total looks reasonable. A wrong account, incorrect sign, or an incorrect percentage base can produce a result that does not match your intention. Have the payroll administrator review the deviation before the payroll data is used.
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Recurring part-time absence
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A shared base schedule can affect multiple employees
Check who uses the schedule before changing and saving it. If only one employee is to have part-time absence, the arrangement must be separated from others’ planning. A new schedule link may also replace parts of an existing schedule period, so verify the interval before confirming an overlap.
1Assess whether to change the base scheduleIf the same part of the working day recurs over a longer period, you can put both the work shift and part-time absence into a base schedule. Start on the Base Schedule page and check if an existing template can be used or if a new schedule is needed. #### Further details - A recurring setup can be easier to follow in the base schedule than through many manual daily changes. However, check which start date and start week should apply before linking the schedule to the employee. - Verify work time warnings and that the sum of work and absence parts corresponds to the agreed regular day. Timeplan can show a warning without stopping rollout, so actively review the result. - Changes to the base schedule can affect several future days. Test a representative week and check the employee’s calendar before relying on the entire period. - Manual changes on an already rolled-out day can be separately protected for full-day and part-time absence. Therefore, check an existing day before rolling out a changed schedule for a longer period.
2Enter shift and absence in the base scheduleCreate or open the base schedule and check the number of weeks. Open the relevant day, select work shift, then code and extent under Part-time absence, and choose Save in the dialogue. Then save the base schedule on the page. #### Further details - The work shift should correspond to the part the employee is to work, just as with a single daily change. Do not add absence hours on top of an unchanged full work shift if only part of the day is to be worked. - If the same setup is to be used on multiple days, you can select the completed day and use Ctrl-click or Alt-click on the target day. The entire day’s definition, including absence selection, is copied. Therefore, check the target day before using the function further. - The dialogue’s Save changes the day in the unsaved schedule template. The page’s Save stores the schedule. When you change an existing schedule already in use, saving can also affect employees’ upcoming planning; check who is linked before saving. - A newly saved schedule has no employee linked to it yet. The work time control helps you check the setup but is not a guarantee that an inappropriate schedule will be stopped before use.
3Link the schedule to the employeeChoose the Add employee function, select the correct employee and specify the Start week, first date, and if necessary the last date. Check the information before adding the link, then monitor the result in the employee’s calendar. #### Further details - The start week indicates where in the schedule’s weekly sequence the employee should begin. This is not the same as the calendar week number. Also verify the start date so that work time and part-time absence fall on the correct weekdays. - The employee’s contract must permit all tasks in the schedule. An open end date on the schedule link requires an open-ended employment contract; do not leave the end date blank just to avoid specifying the period. - If the link overlaps another base schedule, you must decide whether the earlier schedule period is replaced. Read the interval carefully and cancel if you need to verify existing arrangements. - The planning is updated through subsequent rollout. Check a representative week and the beginning and end of the period in the calendar. Previous manual daily changes may cause the result to differ across days.
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Two absence codes on the same day
1Check both absence reasonsIf the same date requires both a full-day code and a part-time code, first verify how each code should affect time and pay. Consult the payroll administrator before registering the combination. #### Further details - The dialogue allows for one full-day code and one part-time code on the same day. It does not have two independent part-time lines where you can place different reasons on different parts of the day. - The full-day code and part-time code are calculated separately. Neither automatically removes the other, and there is no shared limit reducing the sum to the work shift length or a standard working day. - If both codes contribute to the same balance, the contributions may be added together. If they belong to different accounts or other separate balance details, they are reported separately. Therefore, check both which balances were created and the total extent. - If both codes relate to illness, the full-day code’s settings apply to the illness period. The part-time code’s settings apply when there is no full-day illness. The day counts once in the illness period, but the codes’ balance contributions are still calculated according to their own rules. - Verify that the payroll system can receive the chosen combination. That Timeplan can register two codes does not mean every payroll integration handles them in the same way. Use your agreed payroll routine if special follow-up or correction is required.
2Register the combination and follow upFirst adjust the work shift. Then open Absence..., select a code under Full-day absence and one under Partial day absence and enter the part-time extent. Check the period and any child information, choose OK and then the page’s Save. #### Further details - Both selections are retained when you choose OK. If you only intended to replace a previous full-day code, you must therefore check that the old code is not still present with the part-time code. - A longer date interval repeats the choices across the whole period. Begin by checking the actual arrangement day by day if working time or absence varies; a common interval is not always correct. - After calculation, verify that each code has given the intended extent, account and sign. Compare with an agreed example day and read calculation messages before using the combination over a longer period or sending it for payroll.
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Verify the result
Compare the regular planned time with worked time and the calculated part-time absence on Time Stamps and Balances. Read the day’s calculation messages and check which account the absence was recorded on. If your organisation uses a specific report for reconciliation, generate that report with the same employee and dates; do not arbitrarily choose between an absence or account report as they show different data.
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Frequently Asked Questions
1Why does the sum of work and absence not match?Check the shift times, the extent of the part-time code, and whether the day also contains a full-day code. Reopen the day after saving and read balances and calculation messages. The same date appearing in two entries does not automatically mean the extent or subsequent calculation is correct.