Allowances and on-call

Allowances are amounts calculated from attendance (meals, travel, night work, on-call…). On-call rosters organise, in rotation, who is available outside working hours. This article explains how to set up both and where employees find them.

Before you start #

• Allowances: “View allowances (on-call, night, OT)” (Access) to view them; Administrator, HR Manager, Payroll Manager and Auditor have it by default. “Create / Edit / Delete an allowance” (Execute) to set them up; Administrator by default.
• On-call: “On-call — Generate / Assign / Delete slots”; Access to view, Execute to create and generate; Administrator by default.
• Allowances follow the Attendance module; on-call screens appear with the Attendance or the Scheduling module, without depending on shifts.

Setting up an allowance #

1. Open Settings › Time Management › Allowances and click New allowance.
2. In “Add an allowance”, choose a template (Meals & Subsistence, Travel & Transport, Remote Work, Night & Overtime, Availability, Working Conditions, Country-specific) or Customize.
3. Set the Type: flat, per hour or percentage (calculated on the employee’s hourly rate), and the Amount.
4. Choose the Triggers and the Combination logic (AND: the smallest quantity; OR: the sum).
5. Complete the grant conditions (“Exclude remote work”, absence days, “Exclude half-days”, “Min hours worked/day”), the Caps per day and per month, the employer / employee split, “Taxable” and the notes.
6. Check the result with the Monthly simulation, then click Save.

The calculation runs in this order: quantity from the triggers, grant conditions, amount by type, daily cap, rounding, monthly cap, then employer / employee split (the two shares never exceed 100% together). A frozen month is no longer recalculated.

Deactivating or deleting #

The Active switch saves immediately, together with any changes in progress. To keep the history, prefer Deactivate, offered in the delete window.

Allowances in the timesheet #

The Allowances tab of the timesheet shows the month’s “Calculated Allowances”: gross total, employer share, employee share, then one card per allowance (“Taxable” or “Tax-free”). The “Month triggers” recall the quantities “Calculated from timesheet”: days worked, nights, on-call, overtime, weekend days, shifts.

Organising on-call #

Setting the on-call rules #

Under Settings › Time Management › Company Rules › On-Call, choose:

• the Rotation method: Round-robin, Weighted or Manual (automatic generation is then closed);
• Fairness: cap per person per month, minimum rest between two series;
• Conflict handling: leave out people on approved absence (default), leave out the person’s public holidays, flag overlaps (default);
• Notifications: the reminder before the shift (the day before by default, up to 14 days).

Creating an on-call roster #

1. Open Settings › Time Management › On-Call and click Add a roster.
2. Fill in the Name, the Rotation cycle (Weekly, Biweekly, Monthly), the Coverage (7 days/week, Mon–Fri, Sat–Sun), the days, the start and end time and the colour.
3. Build the on-call team and set the rotation (basis, maximum consecutive days, direction, first member).
4. In Member configuration, give each member a Weight or exclude dates.
5. Save, then choose a length (4 to 24 weeks) and click Auto-generate.

Generation does not touch past days; it recreates the automatic slots for the period and keeps manual overrides. An unavailable member (absence, excluded date, public holiday, cap reached, insufficient rest) is replaced by the next one; if nobody is available, the slot is flagged as a conflict. Click a slot to edit it or make a Manual override.

On the employee’s side #

The “Upcoming on-call” banner appears above the timesheet, and a badge marks the days concerned. The employee is notified in the application and by email of new or changed slots, then by a reminder before the shift (sent every day at 8:00). On-call feeds the “On-call” counter and the allowances that use it.

Good to know #

• Allowance amounts are shown in euros (€), whatever the company’s currency.
• The “Monthly manual input” fields of the Allowances tab (guard, replacement, remote work, public holiday, cold/heat and hardship days) are not saved and do not change the amounts. Allowances based on guard duty, replacement, cold or hardship therefore pay nothing for now.
• Switching to another allowance in the list discards unsaved changes without warning.
• With the roles supplied, neither managers nor employees see the Allowances tab.
• With the “Manual” rotation method, Auto-generate fails with “Generation failed”: assign the slots by hand.
• Some on-call conflict reasons are shown in English or French whatever your language.