Before you start managing absence in Emply, some setup is required to accomodate your specific organization.
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From the main menu go to +.
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Click .
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In the Absence overview, set up the following templates in this order:
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Allowances, see Create allowances for absence template
An allowance can be defined as the number of days or hours that is allocated to a group of employees, following a set of rules.
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Leave types, see Create leave types for absence template
A leave type can be defined as a type of reason to have time off work.
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Custom holidays, see Create custom holidays for absence template
A custom holiday can be defined as a holiday that is specific to your organization or area of absence group.
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Groups, see Create groups for absence template
A group consists of employees who have common leave types and holidays.
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General tips and tricks for changes to be done to allocation periods
If you change periods – please run reallocation.
If you change the allocation rule and don’t want to save previous allocations – please run reallocation.
If you change the allocation rule and want to save previous allocations – please create another allocation rule and fill out active from and active to OR create separate allowance.
If you change periods – please run reallocation. If you change the allocation rule and don’t want to save previous allocations – please run reallocation. If you change the allocation rule and want to save previous allocations – please create another allocation rule and fill out active from and active to OR create separate allowance.
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Click in the tabs, and then click .
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Optionally, you can add different languages, if your environment supports multiple languages.
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FIll in the Basic Info.
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Title: Type a title for the allowance.
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Internal description: Type a description for internal use (optional).
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Start of the qualifying year: This is the year when the employees will start earning their allowance.
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Start of vacation year: This is the year when the employees will use their allowance.
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Qualification active from: This refers to the first year when this qualification starts.
Example 1. Example
In Denmark, the holiday year is counted from September to September. This new rule took effect in 2020.
In this case, the Start of qualifying year would be September. The Start of vacation year would be September of the same year. And the Qualification would be active from 2020.
Days: Choose whether the allowance should be allocated in days.
You will see a few options appear in the section below:
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Round up/down the allowance to the nearest half/full day for allemployees/those employed in the full year* at the end of the qualifying year.
Every hyperlink here can be adjusted.
If this rule applies, do not forget to toggle the button in front of it to activate it.
*those employees in the full year: This refers to employees that have worked a full year based on the qualifying year set up previously.
Example: If you allocate 2.08 days each month, this gives 24,96 days at the end of the qualifying year which can be rounded up to 25 days.
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Hide allowance and related leave types if nothing is allocated:
Choose whether this allowance, along with all its leave types, should be hidden if no days are allocated.
This option will also allow you to hide the 2 options below.
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Employees can have a negative allowance:
This option allows employees to use more days than they have currently gathered.
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Employees can have future allowance:
This option allows employees to use future allowance.
You can enter a value as maximum future allowance within the vacation year that you have set up earlier.
If this rule applies, do not forget to toggle the button in front of it to activate it.
Hours: Choose whether the allowance should be allocated in hours.
You will see options appear in the section below:
Every hyperlink here can be adjusted. <- Huh? //CM
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Hide allowance and related leave types if nothing is allocated:
Choose whether this allowance, along with all its leave types, should be hidden if no hours are allocated. This means that the employee cannot select a leave type that is deducted from this allowance, as no allowance has been granted.
This option will also allow you to hide the 2 options below.
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Employees can have a negative allowance:
This option allows employees to use more hours than they have currently gathered.
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Employees can have future allowance:
This option allows employees to use future allowance.
You can enter a value as maximum future allowance within the vacation year that you have set up earlier.
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Click and fIll in the fields.
In this part you can set up rules for allocation or deduction of days or hours, depending on what you chose in the previous tab.
Click on 0 days allocated each day/hour to unfold and to add information to this rule:
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Days allocated/days deducted: choose whether days/hours will be allocated or deducted.
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Days allocated: Then choose how many days/hours should be allocated and how often in the field next to it. This can be each day, each month or each year in the qualifying year, or this can be a custom value, like each January.
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Active from: Choose when this rule should be active from.
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Active to: Choose until when this rule should be active.
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Criteria: Here, you can enter criteria for when the rule should apply.
If no criteria should apply, leave this setting to None.
Example 2. Example
If an employee has been with the company for 1 year, they get an additional 5 days. The criteria could be set up as follows: “Employment date” “=” “1 Years after”
Subtract days employees have not been employed in the qualification year: Choose this if you wish to subtract the days for employees that have not been employed in the qualification year. If 12 days are allocated each year and the employee has been with the company for 4 months, they would get 4 days allocated.
Round up/down the allowance to the nearest half/full day when allocated/deducted:
Example 3. Example
Employees are allocated 2,08 days every month for a total of 24,96 days/year. Enabling this would round 24,96 to 25 allowing the employee to use an entire day of vacation instead of 0,96.
+ Allocate/deduct days (green line): Click here to add a new rule.
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Click and enable or disable depending on whether residual days/hours can be transferred into the new vacation year.
If enabled, you will be able to fill in more specific rules regarding the transfer of residual days:
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How many days/hours should be used as a minimum before transferring the residual? This refers to the days an employee should have used before days can be transferred to the new vacation year.
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How many residual days/hours maximum can be transferred? This refers to the limit of days or hours that can be transferred.
If no value is filled in, this will be unlimited by default.
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How many months delay transfer of residual? This refers to how many months the transfer should be delayed.
Example: if a vacation year lasts 12 months, but employees can use their holidays for 16 months in total, the delay here would be of 4 months.
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How many months can unused transferred residual be expired? This refers to the expiration date of transferred vacation days. Here, it is also important to understand that when registering absences, the system will always deduct the oldest days first.
If no value is filled in, this will be unlimited by default.
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Click .
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For the allowance to be available to assign to employees, you have to activate it by toggling the option in the upper right corner.
Prerequisite: Allowances have been created, see Create allowances for absence template
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Click on the menu at the top of the screen and click on .
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Optionally, you can add different languages, if your environment supports multiple languages.
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2. Fill in .
All mandatory fields are marked with *.
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Title: Choose a title for the allowance
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Subtract from an allowance: Select an allowance from the dropdown list. This will define from which allowance the leave will be deducted.
Note
If the selected allowance has the setting "Hide allowance and related leave types if nothing is allocated" activated, this leave type can never be used as no allowance is ever allocated for the employee to use.
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Subtract calendar days instead of working days:
By activating this, you will allow subtracting all days including weekends, bank holidays and custom holidays.
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Subtract without part-time factor:
By activating this, you will allow subtracting the same amount no matter if the employee is a part-time or full-time employee.
If the selected allowance is a daily one, you will get 2 more options to choose from below:
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Icon: Select an icon for easy recognition.
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Color: Select an color for easy recognition.
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Fill in .
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Internal description: Enter a description for internal use. This is optional.
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Duration: Define how much time the employee should be able to take.
If you selected a daily allowance in the previous tab, you should be able to choose between Whole days or Half days.
If you selected an hourly allowance in the previous tab, the duration can only be Hourly.
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Type: Choose whether the leave type should be considered as Absence, Vacation or Work.
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Calendar, choose how the leave should reflect in the synced calendar: Busy, Free, Do not show or Out of Office.
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Needs to be approved: If you activate this option, a field will appear where you can enter multiple approvers. This can be a user or a role.
Only 1 person will have to approve.
Every time this leave type is selected, the absence will need to be approved by the approver you entered in the field.
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Private leave type: If you activate this option, the leave type will be marked as private and only the employee requesting the absence, managers and administrators will be able to see its title.
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Requires documentation: If you activate this option, you will be able to define which type of documentation is needed, whether it is a File or Text. In case of File, the employee will have to upload a document. In case of Text, the employee will need to enter a comment.
Ud enabled, also enter after how many days of absence, the employee should provide documentation.
Enter extra information for the required documentation if applicable.
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Notifyemployees: Choose which employees should be notified when this leave type is requested.
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Click .
Prerequisite:
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Allowances have been created, see Create allowances for absence template
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Leave types have been created, see Create leave types for absence template
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Click on the menu at the top of the screen and click on .
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Optionally, you can add different languages, if your environment supports multiple languages.
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2. Fill in the fields.
All mandatory fields are marked with *.
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Date: Choose a date for the holiday. Define whether the holiday should last the Whole day, Half day (morning) or Half day (evening).
Then, also choose whether the holiday should Repeat every year and whether it should be Set as blackout date. This is a day which employees won't be allowed to book any leave on.
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Title: Choose a title for the holiday.
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Internal description: Enter a description for internal use. This is optional.
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Subtract from an allowance: Choose from which allowance the leave will be deducted. Select an allowance from the dropdown list.
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Prerequisites:
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Allowances have been created, see Create allowances for absence template
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Leave types have been created, see Create leave types for absence template
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Custom holidays have been created, see Create custom holidays for absence template
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Click on option at the top of the screen and click on .
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Optionally, you can add different languages, if your environment supports multiple languages.
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Fill in the
All mandatory fields will be indicated with *.
Title: Type a title for the group.
Internal description: Enter a description for internal use. This is optional.
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Select the that employees within this group will be allowed to register. You can select one, multiple or all.
Note
Please keep in mind that a leave type is connected to an allowance. If you select a leave type, the allowance linked to this type will also impact the days/hours allocated or deducted from employees in this group.
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Select the country in which the bank holidays should apply to this group.
Note
You can uncheck the unwanted days, select all and deselect all. You can select the year at the top. This year will update accordingly afterwards.
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Select the custom holidays that you have created previously, see Create custom holidays for absence template. It is possible to select one, multiple or all.
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Select which roles should have access to this group. This access allows users with the assigned roles to allocate a group to an employee.
This article describes how to allocate an absence group to a specific employee.
Prerequisites:
To be able to allocate an absence group to an employee, you need the following set of permissions:
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Access to the Full employee profile.
To set this up, go to ++. Select the relevant role. In the -tab, expand +. Set Full employee profile to or .
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Ability to view the absences on the employee profile. For this, add the Absence widget.
To set this up, go to ++. Select the relevant role. In the -tab, expand and click . Click the in an available slot, select the Absence widget and click .
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Access to the Master Data form. The absence group is assigned to an employee through this form.
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Access to the relevant Absence group. This access can be set up in the Settings > Templates > Absence > Groups > open the correct group > adjust the access in the Access tab
To set this up, go to +. Click and select the relevant group. Expand , set the access and click .
The following is a guide to setting up the export of employee master data and absence registration, for manual import into Danløn, and is not an integration to Danløn.
The guide goes through loading master data and creating a Danløn export file in Emply.
Before employee master data can be entered, you must have selected Vacation Scheme and Accounting Group under Company > Default Values.
If the employee already exists, the existing one will be updates; otherwise, a new employee will be created.
Remember to check which pay period type the entered employees should belong to; i.e. whether it is 14-day, month in arrears, etc.
The loaded file must be semicolon-separated (CSV file / UTF-8 encoded) and contain the following:
Empl.no.;Name;Address;Address 2;Zip cide;City;Country code;Email; Private phone;Mobile phone;Social security number;Date of employment; Job title;Bank account;Posting group code;Active
In the following, fields marked with * are mandatory:
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*Empl.no.
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*Name: The employee's full name - both first and last name.
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(*)Address: Can be omitted if Address 2 below is filled in.
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(*)Address 2: Can be omitted if the above Address is filled in. If the above is not filled in, the value from this field is inserted into the above.
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*Postal code.
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(*)City: Only to be filled in if the country code is other than DK.
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(*)Country code: DK is the default country code. If the postal code is not Danish, the two-character country code must be filled in. (See which country codes you can use here).
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Email: Email address can be a maximum of 95 characters.
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Private phone: Can be a maximum of 12 characters.
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Mobile phone: Can be a maximum of 12 characters.
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*Social security number: Must be in the form ddmmyyxxxx or ddmmyy-xxxx.
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*Date of employment: Must be in the format dd.mm.yyyy, dd-mm-yyyy or dd/mm/yy.
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Job title: Can be a maximum of 50 characters.
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Bank account: Must be in the from xxxx-yyyy where xxxx is the registration number (always 4 digits) and yyyy is the account number (max. 10 digits).
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Posting group code: By default, the posting group code specified under Company > Default Values is selected, but by specifying one of the posting group codes that exists under Company > Posting Group Codes, the default selection can be overwritten.
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Active: If this field is filled in with the letter x/X, the employee is set active. All other characters cause the employee to be inactive. If the field is omitted, the employee is set active if it is a new creation - when updating an existing employee, the existing status is retained.
Here is an example of a data line that can be loaded:
10;Anne Andersen;Algade 123;;5000;;;anne.and@xyzmail.dk;;25344959;0101971000;01.01.2023;; 1234-987654321;;x
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CVR number is specified on the payroll group, so it can export one file per company (with the same Emply application.
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Employee number (Danløn)
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Absence code
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Absence registration - creates a row with the sum of days, for each absence code used in the period.
Late registrations are when absence registrations refer to an earlier period than indicated. Employees' late registrations are included in the file, but without days!
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The person who has to upload the absence in Danløn, can see if there have been some registrations that do not concern the period, but a previous period, as they do not have days indicated
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Whoever uploads the file in Danløn must remove the rows with empty days and enter them manually in Danløn
1. Go to Settings > Templates > Salary > click on 'New group'.
2. Enter the title of the pay group and select 'Danløn' as the payroll system.
2.1 Enter CVR number, select 'Salary number' under 'Employee number' and 'Job title' under 'Job title'.
Please note that the salary number must be added in the master data, and must be the unique salary number that the employee has in Danløn. Salary number is not the same as employee number in Emply.
2.2 Activate 'Sum absences (one row)' and activate the desired absence types and enter the absence type code.
2.3 Finish by pressing 'Save'.
3. Check that the employee's group, under salary info, is the correct one. In this case 'Danløn Stamdata'.
4. Go to Employee > Salary > click on 'New payroll'.
5. Give the pay run a title, specify the period, and select the group, in this case 'Danløn Stamdata'. Finish by clicking on 'Generate'.
The generated payroll will then be found in the list of payroll. Click on it to get an overview of the period, selected groups/employees and the generated files. Click on 'Files generated'.
6. Click on the generated files, which are automatically downloaded.
Finally, the CSV files are imported manually into Danløn. Below are examples of the CSV files that are generated.
Example of export of employee master data in CSV format:
Salary number;FullName;Address;Postcode;City;Country code;E-mail;Telephone;Social security number;Employment date;Position;Active
Example of employee absence in CSV format:
CVR number;Salary number;Salary type;Days