Absences / Holidays
All Types of Absences | Public Holidays | Holiday Model | Holiday Account | Holiday Request | Holiday Overview for All Employees | Home Office | ExportsAll Types of Absences
Absences are recorded under "Planning" with the appropriate permissions. Holidays can alternatively be recorded in the holiday account (under "Personnel" for the person) or in one's own profile (directly or as a request – depending on account settings).
(English image not yet available)1) "Abwesenheiten" wählen 2) Nach Klick auf den Tag öffnet sich die Abwesenheitswahl 3) Urlaubsanträge werden blau angezeigt 4) Feiertage für das gesamte Personal wird über den Serieneintrag rechts oben eingetragen.
Regular Absences
On days with the following recorded absences, the employee is not required to work any hours (target hours for that day = 0).
Illness (K)
Users will only see the illness note if they have "Personnel" access rights.
Absence due to a child's illness: Use illness + pram symbol.
Holiday (Parasol)
Holiday model, holiday account, special leave, holiday request
Neutral Absence (X)
For example, for vocational school or other absence days like a team outing.
Alternatively to the option of recording a special credit in the holiday account, absences like paternity leave, moving day, etc., can also be recorded as neutral absences (assign a comment or symbol for traceability).
Not Plannable
(Shaded)
"Not plannable" is purely an informational marker. The recorded target remains valid. If no time is recorded on this day and thus the target is balanced, the target hours are deducted (target-actual is reduced by the minus hours). A classic use of this absence is the compensation of overtime. Employees can therefore enter this informational absence themselves.
"Not plannable" is purely an informational marker. The recorded target remains valid. If no time is recorded on this day and thus the target is balanced, the target hours are deducted (target-actual is reduced by the minus hours). A classic use of this absence is the compensation of overtime. Employees can therefore enter this informational absence themselves.
Examples of Use
a) Compensation (reduction) of overtime: Anke has to work 8 hours on Monday (8 target hours = -8 h). Since she has accumulated 20 overtime hours (+20), she compensates on Monday. She enters "not plannable". Since she then does not work the 8 hours on Monday, the overtime is reduced by these 8 hours to be worked, and she ends Monday evening with 12 overtime hours (20 -8 = 12 overtime hours).
b) Marking when swapping a day off that is set by the weekly model.
c) Home Office Workaround: Not plannable can, in combination with a comment/house icon, indicate a home office
b) Marking when swapping a day off that is set by the weekly model.
c) Home Office Workaround: Not plannable can, in combination with a comment/house icon, indicate a home office
Various/Longer Absences
For e.g., maternity leave/parental leave, the target weekly model can be paused – or a weekly model with 0-0-0-0-0 can be recorded for this period.
Hourly Absences e.g., Doctor Visits
For hourly absences tolerated within working hours (such as doctor visits or client events), we recommend setting up an internal project "Absences". Time is then booked to this and can be evaluated.
This project can also be included in planning with 1-2 hours if needed.
Display of Planning in External Calendar – e.g., Google Calendar
Public Holidays
For the Entire Company, Teams, and Individuals
For the annual entry of public holidays for the entire company, MOCO offers a template (1).
In case of changes or a newly added person during ongoing operations, holidays can be adjusted for individuals or entire teams, selected from the template, or adopted from another person (2). This is particularly useful for varying holidays by country or city.
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Additionally, holidays can be directly entered under "Target-Actual" via a blue link (3).
Overview of Holidays by Country/State
Germany: https://www.timeanddate.de/feiertage/deutschland/2023
Switzerland: https://www.timeanddate.de/feiertage/schweiz/2023
Austria: https://www.timeanddate.de/feiertage/oesterreich/2023
Above, you can filter by year, country, and type of holidays.
In case of changes or a newly added person during ongoing operations, holidays can be adjusted for individuals or entire teams, selected from the template, or adopted from another person (2). This is particularly useful for varying holidays by country or city.
(English image not yet available)Additionally, holidays can be directly entered under "Target-Actual" via a blue link (3).
Overview of Holidays by Country/State
Germany: https://www.timeanddate.de/feiertage/deutschland/2023
Switzerland: https://www.timeanddate.de/feiertage/schweiz/2023
Austria: https://www.timeanddate.de/feiertage/oesterreich/2023
Above, you can filter by year, country, and type of holidays.
Entering Holidays Fairly?
When some individuals work part-time, discussions about holidays can arise.
There are two models commonly used in practice:
1. Entitlement to Holidays Only When They Occur
The employee has a clearly defined schedule with regular working days. For holidays that do not fall within the defined schedule, there is no entitlement to compensation. In the worst case, the employee is simply out of luck.
> Enter holidays for everyone regularly with the star symbol.
2. Holidays Proportional to Schedule
If there are ten holidays in a year with a 50% schedule, this results in an entitlement of five paid days. This model is generally perceived as fairer by part-time employees.
> Here, an additional credit of 5 days is entered in the leave account, using the leave symbol instead of the official holiday symbol.
There are two models commonly used in practice:
1. Entitlement to Holidays Only When They Occur
The employee has a clearly defined schedule with regular working days. For holidays that do not fall within the defined schedule, there is no entitlement to compensation. In the worst case, the employee is simply out of luck.
> Enter holidays for everyone regularly with the star symbol.
2. Holidays Proportional to Schedule
If there are ten holidays in a year with a 50% schedule, this results in an entitlement of five paid days. This model is generally perceived as fairer by part-time employees.
> Here, an additional credit of 5 days is entered in the leave account, using the leave symbol instead of the official holiday symbol.
Holiday Model
In the settings under "Planning," you can choose the holiday model as either "Hourly precise" or "Daily precise" (default).
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(English image not yet available)Select Daily precise if all employees work full-time or have the same daily hours.
Select Hourly precise if some part-time employees have varying daily hours.
The practical example vividly illustrates the difference and can aid in decision-making
Select Hourly precise if some part-time employees have varying daily hours.
The practical example vividly illustrates the difference and can aid in decision-making
Daily precise
→ Advantage Easy to understand (WYSIWYG).
→ Disadvantage It may lead to discussions. Part-time employees might feel disadvantaged or tend to take days off with the most target hours.
→ Disadvantage It may lead to discussions. Part-time employees might feel disadvantaged or tend to take days off with the most target hours.
Hourly precise
→ Advantage Fair for both employers and employees.
→ Disadvantage Requires careful consideration, especially when changing work hours mid-year.
Holiday Account
The holiday account for each person can be found under "Personnel" > Select person > "Holiday" (1). You can quickly switch to another person's holiday account using the Quick Select "Next Person" at the top right.
(English image not yet available)Entering Holiday Balance
All balances, including special allowances for events like moving or weddings, are recorded under "Holiday Balance" after the target is correctly set.
→ Watch VIDEO
→ Watch VIDEO
When Choosing the "Hourly Accurate" Holiday Model
Typically, an employee takes whole or half days off. MOCO also displays the holiday balance in days. Holiday entries only deduct the hours set in the weekly model for the respective weekday. This ensures fair handling of holidays for part-time employees with different target hours per day. More information on hourly vs. daily accurate holiday models
The display in days is based on the set hourly basis (2).
Standard Example
Irene works 100% / 40 hours and has 25 days of holiday entitlement.
> Weekly model: 8 – 8 – 8 – 8 – 8
> Basis for display in days: 8 hours
> Holiday entitlement entry: 25 days at 8 hours
Part-time: Same Hours Per Day
Mirko works 80% / 32 hours spread over 5 days = 6.4 hours per day. He has 25 days of holiday entitlement.
> Weekly model: 6.4 – 6.4 – 6.4 – 6.4 – 6.4
> Basis for display in days: 6.4 hours
> Holiday entitlement entry: 25 days at 6.4 hours
Part-time: Friday Off
Stefan works 80% / 32 hours. He has Friday off. 25 days of holiday entitlement.
> Weekly model: 8 – 8 – 8 – 8 – 0
> Basis for display in days: 8 hours
> Holiday entitlement entry: 20 days at 8 hours
Note: With the 0.8 x 25 days = 20 days holiday balance, Stefan can take 5 full weeks off.
Part-time: Different Hours Per Day
Iris works 85% / 34 hours. On Monday 2 hours and Tuesday to Friday 8 hours each. She has 25 days of holiday entitlement.
> Weekly model: 2 – 8 – 8 – 8 – 8
> Basis for display in days: 6.8 hours (average per day)
> Holiday entitlement entry: 25 days at 6.8 hours
Note: The holiday account will inevitably show "odd days". This is in the interest of equal treatment.
Because if you deduct 1 day for an entry regardless of the target hours, one side always has a disadvantage:
The employee loses out if they take Monday off. It's disadvantageous for the employer if they primarily take off between Tuesday and Friday.
We recommend communicating this to the relevant employee:
This calculation ensures no disadvantage for either employer or employee.
The display in days is based on the set hourly basis (2).
Standard Example
Irene works 100% / 40 hours and has 25 days of holiday entitlement.
> Weekly model: 8 – 8 – 8 – 8 – 8
> Basis for display in days: 8 hours
> Holiday entitlement entry: 25 days at 8 hours
Part-time: Same Hours Per Day
Mirko works 80% / 32 hours spread over 5 days = 6.4 hours per day. He has 25 days of holiday entitlement.
> Weekly model: 6.4 – 6.4 – 6.4 – 6.4 – 6.4
> Basis for display in days: 6.4 hours
> Holiday entitlement entry: 25 days at 6.4 hours
Part-time: Friday Off
Stefan works 80% / 32 hours. He has Friday off. 25 days of holiday entitlement.
> Weekly model: 8 – 8 – 8 – 8 – 0
> Basis for display in days: 8 hours
> Holiday entitlement entry: 20 days at 8 hours
Note: With the 0.8 x 25 days = 20 days holiday balance, Stefan can take 5 full weeks off.
Part-time: Different Hours Per Day
Iris works 85% / 34 hours. On Monday 2 hours and Tuesday to Friday 8 hours each. She has 25 days of holiday entitlement.
> Weekly model: 2 – 8 – 8 – 8 – 8
> Basis for display in days: 6.8 hours (average per day)
> Holiday entitlement entry: 25 days at 6.8 hours
Note: The holiday account will inevitably show "odd days". This is in the interest of equal treatment.
Because if you deduct 1 day for an entry regardless of the target hours, one side always has a disadvantage:
The employee loses out if they take Monday off. It's disadvantageous for the employer if they primarily take off between Tuesday and Friday.
We recommend communicating this to the relevant employee:
This calculation ensures no disadvantage for either employer or employee.
Entitlements such as Paternity Leave
If needed, additional balances can be recorded, such as moving days, paternity leave, etc. For longer absences, it's advisable to pause the target weekly model accordingly or define a weekly model with "0-0-0-0-0" (MOCO shows an absence at 0 hours) for the relevant period.
Holiday Account Year-End
In MOCO, you can automatically carry over balances at the year-end with one click per person or for all persons. For a manual carryover, deduct the remaining days in the current year and credit them to the new year.
The new annual balance can be recorded for everyone with one action – alternatively, it can be copied individually from the previous year's holiday account.
We've compiled all the information about the year-end here.
The new annual balance can be recorded for everyone with one action – alternatively, it can be copied individually from the previous year's holiday account.
We've compiled all the information about the year-end here.
Holiday Request
In MOCO, you can set whether individuals are allowed to manage their own absences. If not, the holiday request comes into play.
Location of the setting: Settings > Planning
Process of a Holiday Request
1. The employee submits the holiday request via their profile or the Mobile App
In the profile under "Holiday" (1, 2) select the desired days (3) and confirm with the blue button (4).
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Now choose the contact person for notification (MOCO will suggest this person next time), enter a comment (optional), and submit the request.
Via the Mobile App, this can also be done easily on the go (example image Android App):
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Simply click on the desired holiday days in the holiday calendar (1), start a new request (2), adjust details such as half days (3), fill in additional information if needed (4) – and the holiday request can be submitted (5).
(English image not yet available)Now choose the contact person for notification (MOCO will suggest this person next time), enter a comment (optional), and submit the request.
Via the Mobile App, this can also be done easily on the go (example image Android App):
(English image not yet available)Simply click on the desired holiday days in the holiday calendar (1), start a new request (2), adjust details such as half days (3), fill in additional information if needed (4) – and the holiday request can be submitted (5).
2. The request is approved or rejected by a person with access rights to "Personnel".
Once someone has directed a holiday request to you, the "Personnel" menu item will notify you (1). Clicking on the blue notice will show you the list of requests filtered for you directly.
The "Holiday Requests" page always lists all open holiday requests with the contact person (2). This way, another person responsible for personnel (for an overview or during absences) can approve, edit, or reject the request (3).
In this list view, you can also filter holiday requests directed to you with the keyboard shortcut "Q" – or switch back to the full list with another "Q".
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The "Holiday Requests" page always lists all open holiday requests with the contact person (2). This way, another person responsible for personnel (for an overview or during absences) can approve, edit, or reject the request (3).
In this list view, you can also filter holiday requests directed to you with the keyboard shortcut "Q" – or switch back to the full list with another "Q".
(English image not yet available) Examine the request in detail
You can access the detailed view in the list on the right via "Edit". There you can see all details of the holiday request, edit it, or comment on it.
- Info about the remaining holiday balance (before confirming the requested days) is displayed.
- Who is on holiday at the same time: The link to planning allows you to jump directly to this period to see any holiday overlaps with other people's absences.
- Comment, communicate: The "Notes & Files" section records the history. Communication can also occur via @name . For example, if a request needs to be changed.
- You can delete individual days or replace them with another absence. The person will be notified.
(English image not yet available)3. The applicant is notified upon approval or rejection
The respective employee is informed about the approved or rejected request (notification/email depending on profile settings). For the company, requests and approvals remain traceable under "Personnel".
Traceability in the Holiday Account
All requests are traceable in the personal holiday account (under "Personnel" for the person > "Holiday" – similarly for the employee in their profile area).
Change or Delete a Holiday Request
Not yet approved requests can be deleted by the applicant themselves in the holiday account.
Approved requests can only be edited or deleted with personnel access rights (under "Personnel"). To do this, select Edit or Delete from the dropdown on the listed request on the right. In the detailed view under "Edit", individual days can also be deleted or replaced. For example, if a person was sick during the holiday and the days need to be replaced by sick leave.
Approved requests can only be edited or deleted with personnel access rights (under "Personnel"). To do this, select Edit or Delete from the dropdown on the listed request on the right. In the detailed view under "Edit", individual days can also be deleted or replaced. For example, if a person was sick during the holiday and the days need to be replaced by sick leave.
Individually Extend Holiday Request Details
In addition to the contact person and the optional comment, further company-specific details can now be requested when applying for holiday – for example, a holiday cover. To do this, define a custom field for the holiday request type in advance. The details will also be displayed when the holiday request is called up.
Holiday Overview for All Employees
Under "Planning"
All staff are listed together. This allows you to quickly see which holidays overlap. Requests are highlighted in blue.
View in Planning
In the comprehensive staff report
there is also a compact annual overview:
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All staff are listed together. This allows you to quickly see which holidays overlap. Requests are highlighted in blue.
View in Planning
In the comprehensive staff report
there is also a compact annual overview:
(English image not yet available)External Display
The absences of all employees can also be viewed externally in the calendar.
The absences of all employees can also be viewed externally in the calendar.
Home Office
Exports
There are numerous export options available for all individuals or specific individuals, depending on your needs. Link to the complete overview of all reports & exports
Direct links to
Direct links to
