How to organize the Schedule on special dates: Schedule Exception or Absence Request?

World Cup games, company parties, training sessions, and other events may temporarily change employees' working hours.

Depending on how the workday will be organized, the company can use:

• A Schedule Exception, to temporarily replace the planned working hours;
• An Absence Request, to justify a specific period during which the employee will not work.

The choice mainly depends on how the period should appear in the Schedule and in the day's calculations.

When should I use a Schedule Exception?

A Schedule Exception temporarily replaces the employee's regular Schedule on a specific date or period without changing their main Schedule.

Use an exception when you need to:

• Change Entry, break, or Exit times;
• Reduce the total number of planned hours for the day;
• Create a break in the middle of the workday;
• Define special working hours for multiple employees;
• Consider the date as a non-planned day;
• Enter a different duration for a Flexible Schedule.

Examples:

• During a World Cup game, employees will work from 08:00 to 12:00, take a break during the game, and return from 15:00 to 17:00;
• On the day of a company event, the workday will start later;
• On the day of the company party, the Schedule will end two hours earlier;
• During training, employees will follow working hours that differ from their regular Schedule.

The exception replaces the original Schedule only on the selected dates.

When should I use an Absence Request?

An Absence Request is recommended when the employee will not work during a specific period of the day and that time needs to be justified according to the company's rules.

It is usually more appropriate when the non-worked period occurs:

• At the beginning of the workday;
• At the end of the workday;
• During specific hours;
• Throughout the entire day.

Examples:

• The company will release employees two hours early because of an event;
• The workday will start later on a special date;
• Some employees will attend an external event at the beginning of the day;
• The company will not operate for the entire day.

For a partial period, the Start date and End date should be the same, and the start and end times of the absence should be entered. For an absence covering the entire workday, select All day.

How to choose between a Schedule Exception and an Absence Request

Before configuring the special date, consider the expected result.

Use a Schedule Exception when:

• The day's planning will differ from the regular Schedule;
• The employee should record punches at special times;
• There will be a break in the middle of the workday;
• The day's planned workload should be reduced;
• The company wants to define a new sequence of Entry, breaks, and Exit.

Use an Absence Request when:

• The Schedule will remain the same, but part of it will not be worked;
• The non-worked period needs to be justified;
• The employee will be released at the beginning or end of the workday;
• The company needs to apply a category, an hours calculation, or an Approval Flow;
• The employee will be absent for the entire day.

Example: time off for a World Cup game

Consider a Schedule planned from 08:00 to 17:00, with a break from 12:00 to 13:00.

Scenario 1: there will be a break and employees will return to work

The company will work from 08:00 to 12:00, take a break during the game, and resume work from 15:00 to 17:00.

In this case, use a Schedule Exception, because the employee will need to follow and record a different organization throughout the day.

Scenario 2: employees will be released early

The company will work normally until 14:00 and employees will not return.

In this case, a partial Absence Request can be used from 14:00 to 17:00, with the category and hours treatment defined by the company.

Scenario 3: there will be no work

Use an All day Absence Request or configure the exception as a Non-planned day, depending on how the company wants the hours to be handled.

How to create a Schedule Exception

You must have permission to configure Schedules.

1. Go to Schedules;
2. Open the Exceptions tab;
3. Click Create exception;
4. Under Schedule exception name, enter a name that identifies the date or event;
5. Under Select Employee, select the employees who should receive the exception;
6. Enter the Day or click + Add a Period;
7. Select the Schedule Type that applies to the date:
   • No exception: keeps the original Schedule;
   • Regular: allows you to define Entry, Exit, and Break times;
   • Flexible: allows you to enter a duration and Break without fixed times;
   • Non-planned days: considers the date as a day without a planned Schedule;
8. Click + Add break when you need to create additional breaks;
9. Review the other settings displayed, such as Schedule Limits and Advanced Breaks Management;
10. Click Save.

The exception will remain active only for the defined period and will not change the employee's regular Schedule.

How to configure a category for special dates

If the company wants to use an Absence Request, first confirm that an appropriate category or subcategory exists for the event.

To review or create the option:

1. Go to Absence & Vacation;
2. Open Requests Settings;
3. Select an existing category, such as Other;
4. Create a new Sub category when necessary;
5. Enter a clear name, such as:
   • World Cup game;
   • Company event;
   • Training;
   • Early release;
6. Define which fields should be displayed;
7. Configure whether Comments or attachments are required;
8. Define which permission roles can use the option;
9. Under HOURS CALCULATION, define the applicable treatment:
   • Paid;
   • Not paid;
   • Paid - Include in overtime calculation;
10. Configure the Approval Flow;
11. Click Save.

The selected category determines how the period will be handled and which Approval Flow will be used.

Important: confirm internally how the hours should be handled before configuring the category.

How to submit the Absence Request for employees

Managers and administrators can submit the request on behalf of one or more employees.

1. Go to Absence & Vacation;
2. Click + New request;
3. Select the category corresponding to the event, such as Other;
4. Click Select Employee;
5. Select the employees who should receive the request;
6. For an absence covering the entire workday, select All day;
7. For a partial absence, leave All day unchecked and enter:
   • Start date;
   • Time;
   • End date;
   • Time;
8. Select the corresponding Sub category;
9. Add Comments when necessary;
10. Review the information;
11. Click Confirm.

The request may remain Pending or become Approved, depending on the category settings and its Approval Flow.

How can the employee submit their own request?

When the category is available to their permission role, the employee can create the request through the web platform.

1. Go to Absence & Vacation;
2. Click + New request;
3. Select the category and Sub category;
4. Select All day or enter the times for a partial absence;
5. Complete any required Comments or attachments;
6. Click Confirm.

After submission, the request can be monitored from the requests list.

Main issues and how to fix them

The day still has the regular planned workload

If the planned number of hours should have been reduced, check whether a Schedule Exception was created with the correct times or duration.

An Absence Request justifies a period but does not replace the day's planned Schedule.

The employee cannot find the event category

Check:

• Whether the category is enabled;
• Whether the Sub category was created and saved;
• Whether the employee's permission role is allowed to use the option;
• Whether the correct option is being searched for.

The request was not automatically approved

The result depends on the configured Approval Flow. Even when the request is created by a manager or administrator, it may remain Pending.

The absence covered the entire day

Check whether All day was selected by mistake. To release only a few hours, leave this option unchecked and enter the correct times.

The exception was created but was not applied to the employee

Check:

• Whether the employee was selected under Select Employee;
• Whether the date or period is correct;
• Whether all required times were entered;
• Whether the duration was entered for a Flexible Schedule;
• Whether the Exit was entered after the Entry.

The break in the middle of the workday was not represented correctly

For a break followed by a return to work, use a Schedule Exception and configure the required work periods and Breaks.

Tips and troubleshooting

• The company will reduce the planned workload: use a Schedule Exception;
• There will be a break in the middle of the day followed by a return to work: use a Schedule Exception;
• The employee will be released at the beginning or end of the workday: consider a partial Absence Request;
• There will be no work for the entire day: use an All day Absence Request or a Non-planned day exception, depending on the intended treatment;
• The category does not exist yet: create a Sub category in Requests Settings;
• Several employees will have the same absence: select the required employees when submitting the request;
• The request is Pending: check the Approval Flow;
• The Flexible Schedule exception cannot be saved: confirm that the duration was entered;
• The exception has incorrect times: review the sequence between Entry, Breaks, and Exit;
• Different groups will have different rules for the special date: create separate configurations for each group.

Best practices

• Define in advance how the hours for the special date should be handled;
• Use clear names for exceptions and subcategories;
• Configure the date in advance;
• Confirm which employees will be affected;
• Use Schedule Exceptions for changes to the day's planning;
• Use Absence Requests to justify non-worked periods;
• Avoid applying an exception and an absence request to the same period without reviewing the expected result;
• Review the category, HOURS CALCULATION, and Approval Flow;
• Inform employees which times they should record;
• After the date, review the results in Super Punch.

Frequently asked questions

1. For a World Cup game, for example, should I create a Schedule Exception or an Absence Request?

   It depends on how the day will be organized. Use a Schedule Exception when the planned times will change or when there will be a break followed by a return to work. Use an Absence Request when only a specific period will not be worked.

2. Which option should I use to release employees early?

   A partial Absence Request can be used to justify the period between the early release and the end of the Schedule. If the company wants to reduce the day's planned workload itself, use a Schedule Exception.

3. How do I configure a break during an event followed by a return to work?

   Create a Schedule Exception and enter the work times and Breaks that apply to the date.

4. Can I create a category called World Cup game or Company event?

   Yes. In Requests Settings, create a Sub category with a name that clearly represents the event.

5. Can I submit the same Absence Request for multiple employees?

   Yes. Select the required employees when creating the request.

6. Can the employee create their own request?

   Yes, as long as their permission role is included in the category settings.

7. Will a request created by an administrator be automatically approved?

   Not necessarily. The status depends on the Approval Flow configured for the category.

8. Does a Schedule Exception permanently change the employee's Schedule?

   No. It replaces the Schedule only on the selected day or period.

9. When should I use All day?

   Use it when the employee will not work during the entire workday. For absences lasting only a few hours, enter the start and end times.

10. Can I use a Schedule Exception to reduce planned hours?

Yes. The exception can temporarily replace the day's planning with a shorter workload.

11. Can I use an Absence Request for a break in the middle of the workday?

You can enter a partial period, but when there is a new Schedule organization with punches before and after the break, a Schedule Exception usually represents the day's planning better.

12. How should I handle a date when there will be no work?

Use an All day Absence Request or configure the exception as Non-planned days, depending on the hours treatment defined by the company.