Attendance and absence
Holiday and leave management: absences stop living in email threads
Holidays, leave, sick days, time off in lieu and company closures in one calendar, with requests going through a tracked approval. Whoever plans knows who is around, and at month end the figures add up.
The absence calendar serves two different people
Whoever plans, so as not to assign work to someone who will be away. Payroll, to close the month without chasing anyone. Keeping absences next to hours serves both needs with the same data instead of two sheets that diverge by March.
How it works
-
The person submits a request
They pick the type — holiday, leave, sick day, time off in lieu — the period and, if needed, attach a note. The request starts in Klokka, not in a chat.
-
The right person approves or rejects
The request reaches whoever is allowed to handle it, who approves or rejects it with a reason. The decision stays on record, with date and author.
-
The calendar updates for everyone
The approved absence appears in the team calendar, enters the period recap and is taken into account by the capacity planner when load is distributed.
Whoever plans needs to know who’s around before assigning work, not after.
What you can do
-
Distinct absence types
Holiday, leave, sick day and time off in lieu stay separate entries, recognisable at a glance in the calendar and the recaps.
-
Tracked approval
Every request has a status, a decision maker and a date: months later you can reconstruct who authorised what without digging through email.
-
Company closures and public holidays
The days the company is closed are set once and apply to everyone, feeding into the calculation of working deadlines too.
-
Sync with the company calendar
Closures can flow into the shared ecosystem calendar, so people who never open Klokka still see them.
-
Collaborator unavailability
Non-employees can flag the periods when they are unavailable too: planning accounts for the whole team, not just the payroll.
In depth
In depth
-
Contracts and working hours
How many hours someone owes on Tuesday the 14th is set by the contract valid that Tuesday: full-time, horizontal, vertical or mixed part-time, with a fixed schedule or a cycle of weeks. From there Klokka works out the due hours and the balance that end up in the Attendance sheet. Changing contract from a given date does not touch the months before it.
-
Attendance sheet
The Attendance sheet puts each person’s month in one table: how many hours they worked, how many they owed, the balance, and absences split by type. Under each name the days open up. It exports to CSV, Excel or PDF, and on the last day of the month it arrives by email to whoever should receive it.
Extensions
-
Absences and holidays
Leave requests start in Klokka and reach whoever handles them; company closures are written once and notify everyone; the country’s public holidays appear in the calendar on their own. This is the extension behind the “Absences” section, and it is on by default.
-
Holiday and leave countComing soon
Klokka already knows who took holiday and when. This extension adds the count: how much is due in a year, how much has accrued to date, how much is left. Whoever requests an absence sees their balance in the form; managers see the whole team’s on one page.
-
Extra hours
Sooner or later someone stays past their hours. Klokka counts those hours by comparing entries against the contracted schedule, and once the month is closed whoever holds the privilege decides where they go: into the bank, to be spent as time off, into the payslip as overtime, or split between the two.
Free templates
-
Attendance sheet template Excel
A ready-to-use attendance sheet for up to 15 employees: daily hours, holiday, sick leave and other leave, with totals that calculate themselves. Excel to fill in or PDF to print, free and no sign-up needed.
-
Annual leave planner Excel template
A ready-to-use staff holiday planner for up to 15 people: one sheet for each month and a summary that counts leave taken and remaining by itself. In Excel, free and no sign-up needed.
Frequently asked questions
Do absences add up with worked hours?
No, they stay a separate category. In the recaps, though, they appear next to worked hours, so the month’s picture is complete when it goes to whoever runs payroll.
Who can approve requests?
Only those with permission to manage absences. It is a separate permission, so it can be handed to whoever handles HR without giving them access to rates and margins.
Do public holidays have to be entered by hand every year?
Company closures are set when needed and remain valid for everyone. They are designed to be configured once per period, not request by request.
The other Klokka features
Try Klokka in your company
Request a demo: we’ll show you how Klokka simplifies time tracking and hour accounting.
Alex