Release Notes

December 17th

• Mobile app – Fixes overtime records created via the mobile app not appearing in the web app. Also fixes existing data, so no records should be missing.

December 11th

• Admin – Fixes UI issue meaning items in dropdown menu layering meaning some items couldn’t be accessed in the Safari browser.

December 4th

• “Carry-over” has been renamed to “carryover”.

• NHS conditions – Fixes an error causing nested condition pages to not display properly.
• Create user – Fixes it not being possible to set default entitlements in hours to users during the create user wizard.
• Salesforce ID – The salesforce ID is no longer copied when copying a system. This is to aid ChurnZero, which gets confused between multiple systems having the same Salesforce ID.

November 27th

• NHS reasons – support for mental health conditions
  • The NHS API changed the way it worked for mental health conditions a little while ago. Edays has now been updated to work with this change, so mental health conditions can be added via the NHS reasons section.

• Admin – Public Holiday/Custom Days Being Re-Added When Updating Calendar
• Notifications – Bell notifications – Absence cancellation notification wording is wrong
• Admin – Entitlement adjustment log filter by Value results in spinner
• Admin – Update future absence modal doesn’t prevent saving removed custom days when cancelled

November 20th

• Rollover – re-run carry-over
  • On the carry-over records page, if rollover has failed, there is now a notification banner which allows carry-over to be re-run.
    • When clicked, there are two steps to the process. The first modal allows last year’s pending absences to be automatically authorised. Once completed, the second modal allows carry-over to be re-run.
      • Only absence types which are affected by the rollover are authorised – for example, if sickness does not carry over any entitlement, then sickness records do not get automatically authorised.
    • Only users with “Access all records” see this notification banner.
      • TBC whether other users will see the notification banner, but not be able to action it.
      • TBC whether the dashboard page will also see a notification banner.
    • This applies to only the most recent rollover – for example, if rollover failed in both January and April and it is now May, the April rollover is the one which will get re-run.
  • Changes to the “Rollover failed” and “Pre-rollover” emails:
    • These would previously send to system owners, if set. They now send to both system owners and “Access all records” users.
    • The emails now explain that only users with “Access all records” have the permission to perform the re-run.

• TOIL expiry – initial setup behaviour change
  • When TOIL expiry is initially set up, all users who have some historic TOIL unspent have the following happen:
    • Each user has two records created:
      • The first is a positive record, which equals the total of all remaining, unspent earned TOIL. This has an expiry date set, so from the date of expiry, users have a fixed period in which to spend all historic TOIL. It has the description “Old remaining TOIL – to be expired”.
      • The second is a negative record, equal to the negative of the previous record. This is created to balance out all historic records, so that the user does not have more TOIL to spend than expected. It has the description “Balancing record for TOIL expiry setup”
    • The two records are not visible in the front end overtime records list, but they are visible on reports and in the admin panel overtime records list.

• New admin – Dashboard licence widget is not displaying 0 leaver licences correctly
• New admin – The booking settings are not hiding the ‘Save’ and ‘Save and add another’ button on the records pages
• Full day = 1 day – manual carryover expiry not considering the absences as a whole day
• Reports – Unable to add a user to scheduled reports recipients

November 13th

• Overtime created in time tracking – allow negative amounts
  • New settings added to the admin panel time tracking section
    • Allow negative overtime. Only present when “Enable overtime award” is set to “Daily”. When enabled, a deficit in the overtime amount on a day will create a negative overtime/TOIL record, which deducts entitlement from the linked overtime/TOIL pot.
  • New rounding option added to the “Round primary overtime award” dropdown: “Nearest 15 minutes (4 up, 10 down)”. This essentially rounds to the nearest 15 minutes, but some cases round down instead of up – notably, 25 minutes rounds down to 15, whilst 26 rounds up to 30.

• Absence – Absence type quick list displays Can book others incorrectly Fixes incorrectly showing value for Can book Reportees
• V3 API – Sickness entitlement summaries display minutes instead of hours Fixes mobile app show value in minutes instead of hours

November 6th

• Integrations – Fixes FTE not updating when no effective date is supplied.
• Time tracking – Fixes a blank page caused by a clock-in overlapping with a closed period.
• Authorisation workflows – Fixes record status not displaying for record-specific workflows.
• Admin – Fixes absences not rebooking when changing rota at global/template level.
• API v2 – Fixes some response messages that were missing.

October 30th

• Absence audit boxes (info boxes) – revamp
  • The info boxes now have a revamped layout to match the time tracking audits.
    • Posting comments and tagging users is now simplified. If a user is tagged, they will always be notified.
  • Audit logs now show more detail
    • When a record is submitted, key information about it shows (e.g. status, absence type, start and end time, duration). If any other non-required fields are set, e.g. absence cover, this shows too.
    • When a record is edited, the information which has changed appears as a new audit log entry.
    • There are details for the attachment which is added or deleted, authorise/decline actions and more.
    • The location of a change now shows – in browser, in browser (via admin), in mobile app, via bulk update tool, via API.
    • As before, viewing audit logs requires the “Can view details in record lists” permission.

• Reports – Better download file name. When a report is downloaded, they now show in the format “[report name] – YYYY-MM-DD hhmm” instead of the generic “ReportDownload”.

• Admin – Records pages now remember the user filter when going into a record. This applies to all records pages (absence, overtime, carryover, entitlement requests)
• Emails – Fixes “log in to edays” button not working in old Outlook.
• iCal – Fixes public holidays deducting multiple times in group calendars.
  • Note that the iCal data will take approximately 4 hours to update, fixing old data.
• Admin – Fixes wrong entitlement element appearing in entitlement breakdown when setting entitlement.
• Time tracking – Fixes open periods (those with a start but no end) not saving.
• Custom forms – Fixes Manager-only RTW form notifications not clearing from the notifications bell when completed.
• User creation – Fixes entitlement being doubled when the “Create user” button is double clicked.

October 23rd

• TOIL expiry
  • Expire TOIL a number of days after it is earned, so it cannot be spent any more.
  • TOIL can be spent up to a certain number of days/weeks/months after the day on which it is earned.
  • In front end:
    • Overtime and TOIL record lists now have a column to show the expiry date. It shows as blank for records which don’t have expiry set.
    • The entitlement breakdown shows the amount of entitlement due to expire in the next 30 days, and next 7 days.
  • Spending TOIL:
    • TOIL cannot be booked for a day later than its expiry date.
    • If a TOIL earning record is created longer ago than the expiry period (e.g. 2 months ago when expiry is 1 month), this TOIL is immediately expired.
  • TOIL expiry setup:
    • TOIL expiry is set up on Entitlements -> Edit an entitlement pot, at global, template and user level. It can only be set up for pots which are “Overtime”.
    • TOIL expiry period – Dropdown. Options are None / Days / Weeks / Months. This determines whether to expire TOIL, and on what basis.
    • TOIL expiry in days / TOIL expiry in weeks / TOIL expiry in months – Number input. The number of days / weeks / months after the earn date that records expire.
  • When the day after the expiry date on a record is reached:
    • Any TOIL which has not been spent is expired. The system will check the amount of TOIL due to expire today against the possible records that could spend it.
    • A TOIL record (with the same type as the record being expired) is created, with a negative duration, equal to the amount due to expire.
    • Note that the day on which this is processed is the day after the expiry date – this is to give users the full day of the expiry date to book TOIL if needed. (They will not be able to book it for the future, regardless).
  • Expiry records:
    • These show with the details “Expiry record”. This text cannot be changed, but the record can be edited if the information is incorrect, for example if an admin needs to change the amount that expired.
    • The dates on these match the dates of the original spending record. This means it is easy to see them side by side in record lists, and align the earning with the expiry.

• v2 API – Fixes GET users returning errors for leavers.
• Entitlement – Fixes public holidays still deducting from entitlement after the left date when “full day bookings always equal one day” is enabled.
• Calendar page – Fixes template rota not applying after public holiday is removed at user level.
• Time tracking – Fixes public holidays not showing when they were being inherited from a higher level whilst the rota was not set at this higher level.
• New admin – Fixes bespoke timesheet data export page not visible in the admin panel menu.

October 16th

• “Access all records” role
  • A new tickbox added to the roles section, which overrides most record permissions for this user to Yes, enabling them to see all records for other users. This list of permissions is:
    • Can book
    • Can view in record lists
    • Can view details in record lists
    • Can view in calendar
    • Can view pending in calendar
    • Can view absence type name in calendar
    • Can view details in calendar
  • Absences, overtime and entitlement requests are all affected.
  • The permissions for Reportees and Others are overridden, but not for Own – this is to avoid giving the user access to booking all records for themselves in a bigger system, which would make it more difficult to book their own absences.
  • “Super user” has been renamed to “Boosted user”, to reduce confusion about what a super user does.
  • The new tickbox only appears when a user is a Boosted user.
  • When enabling the tickbox for the first time, a modal pops up to confirm the change.
  • The modal also gives options to set the user’s user views to Everyone and apply the Standard Administrator role. This is to make it easier for small systems to set new escalated users and puts all relevant permissions in one place.
    • If the user views are already set to Everyone, this does not appear as an option.
    • If the Standard Administrator is already applied or does not exist, this does not appear as an option.
• Workflow builder – Total occurrences / durations option for pending absences
  • Adds a tickbox that determines whether or not pending absences are included in the calculations made by these conditions.
• Calendar tooltips – Now includes “Covered by”
  • When absence cover is assigned, this now shows in the group calendar.

• Emails – new templates
  • The emails that send in edays (and workflow builder) have been modernised, with a new header, footer, colours, button styles, logo and more.
  • Systems that had an override to their email template are unaffected by this change. There are not many of these.

• People Insights – Fixes some setups being broken.
• User import/export – Fixes public holiday application being overridden at user level for a public holiday group that is already applied at a higher level with a date range.

• Improves performance on a calendar-related procedure.

October 9th

• Reports – Extra time tracking fields
  • New absence columns added to the time tracking timesheet reports (weekly and monthly):
    • Planned absence hours
    • Unplanned absence hours
    • Paid absence hours
    • Unpaid absence hours
  • The paid/unpaid absence hours fields look at the “Paid status” field set in absence type setup, which may also be overridden at a record level.

• Admin – Fixes “striping” issue where rotas appear to be applied many times when a public holiday exists on the rota.
• FTE changes – Fixes old data which made it impossible to update FTE for some users.

October 2nd

• Fixes issues with rebooking absences when saving the template or global calendar page.
• Time tracking – Fixes “Copy in rota” adding a 1-minute period when a public holiday / custom day is present on the timesheet for some rota types.
• Rollover – Fixes an issue with rollover not completing all operations.
• User import/export – Fixes import of custom days / public holidays not working.
• Absence records – Fixes records with angle brackets in the details text not being editable.

September 29th

• Manual Day Calculation – Fixes old booking form missing the MDC section.

September 25th

• Copy System (Staging) – Copied systems now have emails disabled by default and API accounts correctly created.

• Absence Type Permissions – Fixes a potential issue introduced with performance improves in release 5.295 where an absence type had no associated permissions.
• Custom User Views – Fixes an issue with group and template chips not appearing on custom user views.
• Create User – Fixes an issue with the licenses available chip on the create user screen.
• Public Holidays – Fixes an issue removing public holidays at a user level when applied to both global and template.
• Translations – Adds missing translations in the admin panel.
• Record Lists – Fixes an issue with User Login and Actions columns appearing incorrectly.
• edays > ELMO – Improves error reporting when an ELMO system is not correctly configured for edays > ELMO connector.

September 16th

• Top search bar
• AI chatbot
• Public holidays – effective dates
• Rota setup – copy hours button
• Adjust entitlement from users list page
• Simple auditing
• Licence information page
• Time tracking – round overtime awards
• FTE changes – affect multiple pots
• Set authorisers as pending leavers

• Admin navigation overhaul
• Admin general redesign
• Table redesign
• Add user page redesign
• Calendar application page redesign
• Rota page links to apply rotas to calendars
• Entitlement pages redesigns
  • Entitlement wheels shown in admin
  • Merged pages
• Working locations tab
• Email notifications tab

• Removed simple entitlement mode
• Removed complex rota mode

September 4th

• Accruals – Fixes accruals with profile field restrictions not running for groups.
• Time tracking – Fixes “invalid breaks” message when turning mandatory breaks on and visiting a timesheet that already had periods set on it.

August 28th

• Overtime – Fixes alternative authorisers not being able to view their reportees’ overtime requests (behaviour has been changed to match the absence behaviour for the equivalent permissions)
• Incomplete RTW report – Adds two fields that were missing on this report (“Authorisation chain” and “Authorisation chain email”). They behave the same as on the absence report.

August 21st

• Cegid – Fixes organisation name not updating due to versioning. 

August 7th

• Workflow builder – 1 day booked off per month (total record durations / occurrences within the month of absence)
  • An expansion to the workflow builder “Total record durations” and “Total record occurrences” options.
    • There is a choice between “Timeframe” and “Within the month of absence”.
      • Timeframe – existing options (within the last x months, etc)
      • Within the month of absence – new option
  • When “within the month of absence” is selected, the system checks the total durations / occurrences of the selected absence type(s) in the month in which it falls.
    • If an absence spans multiple calendar months, the condition returns true when any of them satisfies the condition.
    • Example: a “Total record durations” condition set to “equal to or more than 2 days in a month” returns false if a 2-day absence spans 1 day across each of two months, but returns true if the two days are within the same month.
  • The setup to restrict users to only be able to book 1 day of an absence type per month would be to have two workflows: one to auto-decline absences of at least 2 days in duration, and one to auto-decline absences if the total duration in the month of absence is at least 1.
• Time tracking – Mandatory activities
  • Two new time tracking settings: “Enforce [activity] selection” and “Enforce [project] selection”.
    • These are inheritable at all three levels
  • When enabled, users cannot submit a timesheet without the corresponding activity/project field being filled in.
    • Also applies to the mobile app.
    • Does not apply to total hours only mode.

• Absence forms – Admins can now fill in the default RTW form and default manager-only form in place of managers. This is to give flexibility for admins to fill in when managers are unavailable. Note that the completion of the form still states the name of the user who fills in the form, not the name of their manager, so it can still be traced back.

• Translations – Fixes the time tracking submission email not translating some parameters from English.
• Reports – Fixes some grouped figures showing a large number of decimal places instead of rounding to 2 decimal places.
• V2 API – Fixes leavers being returned even when the API user is set to a custom view that does not include leavers.

July 31st

• Bradford Factor – Fixes the Bradford Factor score sometimes showing different values in two different parts of the system, if sicknesses did not last full days.

• Fixes some more security issues.

July 24th

• Time tracking – Fixes not being able to edit a timesheet immediately after it is declined.
• Time tracking – Fixes automatic overtime not awarding after the maximum amount is reached (negative amounts should still accrue).

July 10th

• Recycle bin – Fixes deleted items not displaying if the user who performed the deletion has also been deleted.
• ELMO -> edays integration – Fixes groups not synchronising into edays from the integration.

June 26th

• Time tracking – Fixes absence type name still being visible if “Can view absence information in calendar” is set to No (it now shows as “Planned” or “Unplanned”).
• Mobile app – Fixes push notifications not sending.
• Recycle bin – Fixes deleted user not being present in recycle bin when the admin viewing the page has a custom user view.

June 20th – Mobile app release

• Fixes an issue where “Separate leave dates” would not allow days to be set as non-working
• Fixes an issue where the “Can view absence information in calendar” permission being set to No was still showing the absence type name instead of “Planned” or “Unplanned” on the Calendar list page.

June 19th

• Manual day calculation – Fixes timeouts when saving a MDC absence which is very long (several months).
• Fixes an extra case of this absence report issue.

June 12th

• Manager-only RTW forms – The email that sends out to a user no longer contains a link to the form if it is a form where the first step is not filled in by them, such as for the manager-only RTW form.

• Time tracking – Fixes bug not allowing users to edit the clocked in period start time when breaks are enabled.
• Absence report – Fixes reports showing an extra day of absence where an allow non-working days absence ends the day before a public holiday. NOTE: Existing data will not be fixed by this bug fix; please escalate a ticket if any existing data needs fixing.
• Admin – Fixes hours per day allowing negative values.
• Defined reasons – The delete button is now hidden when a reason is in use.

June 5th

• Reports – Fixes not beig able to sort absence reports by From and To dates.
• User creation – Fixes sometimes being redirected to the dashboard after creating a new user, if you have a custom admin user view set.
• Booking form – Fixes “available to book” figure showing the wrong year when the associated entitlement pot has an alternative leave year.
• Carry-over expiry – Fixes the manual expiry page not loading for groups which have more than 2100 users in them.
• Roles – Fixes bulk updating roles via API still causing the user to inherit roles from a template.
• Overtime created from timesheets – Fixes overtime duration automatically adjusting when updating the records via admin.
• Absence report – Fixes reports showing an extra day of absence where an allow non-working days absence ends the day before a public holiday. NOTE: Existing data will not be fixed by this bug fix; please escalate a ticket if any existing data needs fixing.]
• V2 API – Adds in a missing recalc when deleting absences via the API.

May 22nd

• edays to ELMO integration – Fixes partnerId checks being case-sensitive, leading to users not being identified in ELMO when syncing across. Also fixes partnerId being set to blank if it could not be determined when creating a user.
• Reports – Adds Authoriser and Authoriser email fields as options on the Incomplete RTW form reports.

May 15th

• Absence form reporting – Updates for Manager RTW 
  • The absence form names have been updated in reports to reflect the new names introduced last week.
  • A new default report has been added for the Manager RTW form.

• Mobile app – Time tracking – Fixes timesheets being unsubmittable if the timesheet had not yet been saved.
• Time tracking by date report – Fixes Details field missing in report.
• Emails – Fixes two overtime emails sending when time tracking overtime is generated.
• Emails – Fixes absence details text being present in some unusual emails.

May 8th

• Manager-only RTW form 
  • A new form added to all systems, which is based off the current RTW form, but for cases where the user does not need to fill in the form.
  • This is particularly useful for systems where end users do not have much contact with edays, such as factory floor workers.
  • The new form is called “Return To Work (Manager-only)”. The old forms are now called “Self-Certification (User-only)” and “Self-Cert & RTW Combined (User & Manager)” in the admin panel and in emails, to clarify which users are expected to use each one.

• ELMO integration – Makes employment start date non-compulsory in the edays -> ELMO integration.
• ELMO Integration – Fixes special characters in names not working with the edays -> ELMO integration.

May 1st

• Mobile app – QR codes will now be required upon clock-out in the case where “QR clocking only” is enabled. 

• Entitlement pots – Fixes pots containing 0 balance preventing an absence from being booked when they are disabled.
  • This fix allows setups where multiple entitlement pots affect the same absence type globally, but different pots may be enabled on different templates, which in turn reduces the need for duplicates of very similarly set up absence types.
• ELMO integration – Fixes some issues with fields being mandatory.
• ELMO integration – Fixes FTE changes sometimes applying a day early/late (second fix for this issue).
• V2 API – Fixes PUT group types allowing the group type to be renamed. This is no longer possible, as is the case within the system, as it has implications regarding reports.

April 24th

• Integrations – edays to ELMO connector 
  • Setting this up requires Admin Journeys to be enabled in Master Admin.

• Integrations with edays – For integrations set up via the edays admin panel, error reports now include the first and last name of the affected user, to help with identifying the user with problems. 

• Notifications bell – Stops notifications sending for accrual adjustments created by hidden entitlement pots.
• Who’s in widget – Fixes split hours rotas not being correctly reported.
• Time tracking – Fixes audit log showing incorrect values when clocking out the same minute as clocking in via the API.
• ELMO Integration – Fixes FTE changes sometimes applying a day early/late.

April 23rd

• Projects and activities – the mobile app now supports these two category dropdowns.
• Overtime added to timesheet – overtime displays on the timesheet in a similar way to absences.
• Clock out with QR codes – QR codes can now be scanned when clocking out. In clocking only mode, the user will not be able to clock out unless they scan a QR code.
• Machine clocking only time entry mode – the mobile app now prevents adding time when a user is set to this time entry mode.
• Copy rota – no longer copies rota before employment start date.

• Fixes the timesheet week picker not lining up with the start of the year correctly. 

April 16th

• Audit log – Fixes time tracking & absence audit log using UTC time; it now uses the user’s time zone set on the settings page within edays.
• V3 API – Fixes time tracking clock out not updating overtime hours on the time tracking report.
• Time tracking – Fixes users being able to unlock authorised timesheets when they aren’t a super user.
• Bulk user update & user import/export – Fixes API client accounts appearing in the search results when filtering by a template.

April 10th

• Full day bookings always equal 1 day – Fixes precheck not checking the correct duration when this setting is enabled.
• Reports – Fixes error when viewing reports which use a “Next X days” filter.

April 3rd

• “Add-on features” menu item added under Admin tools, to link to the edays website. 

• Time tracking – Fixes QR codes being required on clock out when the mobile app isn’t ready for this feature yet.
• Time tracking – Fixes “Allow users to unlock own pending timesheet” displaying the wrong inheritance indicators.
• Reports – User report “Roles” field now supports roles which inherit from template level

March 27th

• Time tracking – Rest period report – Four new fields added to report
  • Some time tracking timesheet fields have been added to the new rest period report. These are:
    • Week number (for weekly timesheets)
    • Month (for monthly timesheets)
    • Timesheet start date
    • Timesheet end date

• User creation – Fixes setting entitlement this year to 0 giving users the full entitlement balance for the year; it is now possible to explicitly set the entitlement to 0.
• Full day = 1 day – Fixes public holidays displaying using the wrong calculations in the “Used and booked” breakdown.

March 20th

• Time tracking – Rest periods between working shifts
  • It is now possible to set up daily and weekly rest periods. Users will be able to submit time that breaks these rules, but reports can be run to check any cases where users are not meeting the requirements.
  • The required rest periods can be set up on the time tracking page (under the “Breaks and rest periods” section) in admin, at global, template and user levels as required.
  • The new report type is called “Time tracking rest period”, and there is a default report with this name, which lists all infringements recorded in the system.
  • Daily rest period – checks periods entered on two consecutive days.
    • The gap between the end of the final period one day and the start of the first period the next day is compared against the daily required rest period. If it is lower, then this gap is added as an entry in the report.
    • If one of the days has no time on it, it automatically passes the gap requirement.
    • This feature will not work as expected with overnight shifts, as these users will be working around midnight and taking the gap at another part of the day.
  • Weekly rest periods are checked across each Monday to Sunday period, as follows:
    • The periods between Monday and Sunday are all gathered up, along with the first period that falls before the Monday.
    • If there is no gap across any of these periods which meets the minimum required, then an anomaly is fired.
    • There is at most one weekend gap infringement in any Mon-Sun week.
    • As before, the report will be populated with the details of the longest gap recorded.
    • The weekly rest period is optimised to work with the gap being between weeks (i.e. the last period in a Mon-Sun week is before the gap) – a known quirk is that for a user who worked on a Sunday, weekly rest period infringements will be flagged until someone logs their first weekend-length gap that week.
      • This issue will not impact Mon-Fri users as they will have a sufficiently long gap before the Monday.
      • In any case, it can be mitigated by only considering authorised periods in the report, so we should still be able to support non-Mon-Fri users with this in mind.
  • Historic data does not appear automatically in the report – it is only from the point of setup onwards.
• Time tracking – “Who’s in” widget
  • A manager widget focused around time tracking, and in particular for clocking-based users. It is used to see which users are due to be in and whether they have submitted time for today or not.
  • There are pre-set filters for showing all users, or just those who are In / Out / On leave.
    • The current time is used as the filter time for determining which category a user falls into.
    • In = There is a period on the user’s timesheet right now (or there is an open period today).
    • On leave = The user has an absence or public holiday which affects time tracking right now.
      • A days-based absence marks the entire day as On leave, even if it is outside of the user’s rota time.
      • AM and PM absences last between midnight and the half-way point of the user’s working day.
      • Hours-based absences observe the exact times of the absence.
    • Out = The user is neither on leave, nor marked as in.
  • The “Total hours” is the number of hours the user has worked up to this point
    • If a period is open, because the user has not yet clocked out, the total will be the difference between the start time of the period and the current time.
    • If a period is complete in the future, the total is still only the worked time up to the current time.
    • Fixed breaks are not factored in (e.g. 9:00-17:00 with a 1-hour break shows as 8 hours worked, not 7 hours worked as the timesheet would show).
  • Only users who have time tracking enabled show in the widget; other users will not appear in any sections, including the “on leave” section.
  • The “Expand” button reveals a history of period start/end times, newest first.
  • You can see when the widget was last refreshed, and there is a button to refresh the data.
  • Upon release, this will be added to the manager dashboard automatically, for any systems that use time tracking. Users will see the widget whether they have time tracking enabled themselves or not – they can remove the widget if they need to.

• Time tracking – Fixes an issue with Grosvenor where the period on the previous day would not complete when clocking out the following day.
• Full day bookings = 1 day – Fixes an issue where custom days didn’t show in entitlement summaries.

February 27th

• Time tracking – Allow users to unlock their own pending timesheets 
  • A new time tracking setting which, when enabled, will allow users to unlock their own timesheets whilst they are still pending.
    • The setting is inheritable at all three levels.
    • The setting will be enabled globally by default.
  • Also contains a global behaviour change to unlocking timesheets: if a user would be able to unlock a timesheet once it gets authorised, they will now also see the unlock button whilst that timesheet is pending. (Currently, they have to wait for an authorisation action before they can make any changes).

• Absence durations – Fixes an issue with absences overlapping with half-day public holidays on a full days rota

February 20th

• Reports – Permissions update
  • Visual improvements
    • Build and Run pages are now on tabs, with filters separate and expandable at any point.
    • Save and Download options are now in a Report actions dropdown in the top right. For a report which has already been saved, this also contains options to delete, schedule, save as new and edit permissions.
  • General permissions behaviour
    • Users with the “Reports admin” permission will see all reports, folders and schedules, and be able to edit them all, even when removed from the list of editing users.
    • The “Reports manager” permission is required to be able to amend the list of users against permissions for editing reports, viewing and editing report folders, receiving scheduled reports and editing the schedule.
    • Users with only the “Reports” permission can still create and edit reports, folders and schedules – but they will only be able to set the visibility and edit capabilities to themselves.
      • It is still possible for these users to be added as editors by a reports manager, but they won’t be able to remove themselves or others.
  • Editing settings for reports, folders and schedules is now performed in a modal.
    • When adding users as viewers or editors, it is possible to add users by name or add in groups.
    • Adding groups is useful for adding bulk selections of users, but especially in the case where members of the group may change roles or leave – it ensures that the replacement users will have the same access as their predecessors.
  • Reports
    • Settings for a report can now be edited via the report list page, by selecting “Edit settings” in the triple dots menu.
    • It is now possible to determine exactly who can edit a report – previously, this was restricted to just the user who created the report.
    • Editors are able to re-name and update the fields and filters for the report. If they are a reports manager, they can also change permissions for who can see the report.
    • Note that there are no settings to determine visibility of a report. This is so that reports can be emailed to other reporting users and there is a guarantee it will be visible. In any case, the user will not be able to see anything they don’t have permission to see.
  • Report folders
    • It is now possible to edit existing folders – this can be done via the three dots menu next to the report in the left-hand list, or via the new dropdown that appears while inside a folder.
    • Editors are able to rename the folder, and can delete it when all its reports have been either deleted or moved to another folder. If they are a reports manager, they can also customise which users can view and edit the folder.
    • If a user is an editor for a folder, they must also be able to see it – the system enforces this arrangement.
  • Scheduled reports
    • It is now possible to create new report schedules from a button at the top of the Scheduled reports page.
    • Editors are able to select the start/end dates and frequency of the report. If they are a reports manager, they can also customise which users receive the report and who can edit the schedule.
• Time tracking – Don’t copy rota before employment start date
  • When Copy in rota (and auto copy in rota) is used, time is no longer copied before the employment start date of a user.
  • The Rota portion of the timesheet totals will no longer factor in time from before the employment start date.
    • Public holidays from before the start date will also not count towards the public holiday total.
  • If continuous start date is set for the user, this is used as the cut-off instead of the employment start date.
  • If employment start date is not set, none of these rules will apply.
• Time tracking – Daily audit logs
  • An audit against each day, shown on the time tracking page. 
  • Each of the following events triggers an audit entry: 
  • Clocking in or out (including QR code where relevant) 
  • Adding a period manually 
  • Copying in the rota (manually or automatically) 
  • Deleting a period 
  • The location of the action is also saved from these options: 
  • In browser 
  • In mobile app 
  • Via API 
  • Via clocking machine 
  • Via integration/automated 

• Leavers – Fixes the unlock button being missed out on a user’s profile page when they are a future leaver who has locked themselves out.

February 6th

• Workflow builder – Absence forms options Part 2 
  • Trigger – An absence form is completed
    • Triggers a workflow when a custom / RTW / self-cert form is filled in.
    • There are options to trigger this after the first step, or when fully completed.
    • The usual dynamic text options relating to the absence can be selected.

• Full day bookings always equal 1 day – Fixes an issue with the interaction between this setting and absences which are booked over public holidays. 

January 30th

• Workflow builder – Absence forms options Part 1: Condition – Absence form status is
  • A new condition which can be added to any absence-based workflows.
  • It has options for Incomplete, First step completed and Fully complete. If it is a one-step form, the latter two are identical.
  • An example workflow has also been added.

• Admin – Fixes users appearing twice in the Reportees list when they are part of two authorisation workflows for the user.

January 23rd

• Time tracking – Top-level auditing
  • The time tracking page has a new audit button, which links to the list of audit events for this timesheet
  • Events are: submission, authorisation, declining, unlocking.
  • The following fields have been added to Time tracking weekly/monthly reports: Submitted by, Date submitted, Authorised by, Date authorised.
  • Dates include the time, e.g. 23/01/2025 13:45.
  • When a timesheet is declined or unlocked, then resubmitted, the Actioned information is blanked out, as this shows that the current submission has not yet been actioned.

• Translations – Fixes the booking form not showing translations for days of the week.

January 16th

• Reports admin permission
  • A new permission has been added to reports – the end goal is that this will allow admins to see and edit all reports, report folders and report schedules, even those created by other users.
    • For now, however, it is not possible to edit reports or schedules unless you are the owner, or to edit report folders – these functions will come later.
  • This role will solve problems such as admins not being able to find useful reports made by other users after they leave the business, or not being able to control the report structure on behalf of the managers in the business.
  • The existing “Reports admin” permission has been named to “Reports manager”, and is no longer a role that counts towards the administrator count. (The new role also doesn’t count towards this count).
• Leaver reason added to reports
  • Leaver reason is now present on User reports.
    • The field is also added to the “Leavers” default report.
  • If the viewing user does not have the “Users” admin permission, the text for the reason is replaced with “You do not have permission to view this data”.
• Workflow builder – Primary authorisers
  • This feature will allow users to send emails to authorisers for all workflow types, even when there isn’t an absence or timesheet involved. For example, entitlement alerts can now be sent to authorisers, reminding them of their reportees’ remaining entitlement.
  • Changes made to email recipients:
    • “The authoriser” is now called “The record authoriser”, to clarify that this email will go to the person who authorises the particular record that is the subject of the workflow. This can still only be added to absence-related workflows.
    • New recipient “The primary authoriser”, which is the first step authoriser on the user’s default authorisation workflow. This can be added to any type of workflow, even when a record isn’t the subject of the workflow.
  • Changes made to email parameters:
    • “Authoriser name” is now called “Record authoriser name”
    • New “Primary authoriser name” parameter
    • “First name” variants have been added for all three name parameters (User first name, Record authoriser first name, Primary authoriser first name).
      • This unlocks the ability to address the email recipient by their first name, instead of being restricted to using their full name.

• Rotas – Fixes applying a global or template level rota or public holiday group causing rota information to be lost at user level.
• Full day bookings always equal 1 day – Fixes incorrect pot amounts sometimes appearing due to rounding errors.
• Time tracking – Fixes break-related timesheet errors caused by clocking in before the current timesheet has been viewed for the first time.
• Front end – Fixes unwanted tooltip text appearing when hovering over the tabs within a user’s staff record.
• Translations – Fixes the colours on the status chips for overtime records (Authorised, Pending etc) not appearing when the text is in another language.

December 18th

• User impersonation has now been added to the default admin roles (those with the names “Standard Administrator” or “Access All Areas”). This is to improve adoption of impersonation, and help admins with the rollover period.

• Rotas – Fixes applying a global or template level rota or public holiday group causing rota information to be lost at user level.
• Full day bookings always equal 1 day – Fixes incorrect pot amounts sometimes appearing due to rounding errors.
• Time tracking – Fixes break-related timesheet errors caused by clocking in before the current timesheet has been viewed for the first time.
• Front end – Fixes unwanted tooltip text appearing when hovering over the tabs within a user’s staff record.
• Translations – Fixes the colours on the status chips for overtime records (Authorised, Pending etc) not appearing when the text is in another language.

December 11th

• Leaver proration options
  • Two new options added to the system settings page, in a new category “Leaver settings”, which take effect in both the front end and admin panel leaver entitlement information sections.
  • The first, “Prorate leaver calculations by”, already had a global value set when your system was initially set up.
    • Its options are Day/Week/Month. They work by taking the number of days, weeks or months that the user worked in their final year, and using this as a proportion of a full year to calculate the amount they worked.
  • The second, “Leaver proration rounding policy”, is entirely new.
    • It allows admins to choose between our usual selection of rounding policies, and see it apply in the leaver entitlement previews.
    • When a pot is made up of multiple elements, the element values will not be rounded, but the pot will. This is because the rounded element values often don’t add to the rounded pot value, so it should reduce confusion this way.
  • We are also renaming the existing default entitlement rounding policy from “Rounding policy” to “Rounding policy for default entitlement”, for clarity.
• Full day bookings equal 1 day – Settings page option
  • A setting “Full day bookings always equal 1 day” was added to entitlement pots recently. This new option is a version which applies to the settings page, to act as a blanket override for all absence types, regardless of the assigned entitlement pot.
    • The setting is inheritable at all three levels.
    • When enabled, it acts the same as the pot setting (i.e. the durations of the rotas for the days are taken to be 1 day, instead of doing calculations involving the hours per day).
    • All absence types are affected for this user, and all entitlement pots which are measured in days.
    • When the settings page setting is enabled, the pot setting has no effect. There is a note on the pot page at user level to explain this.

• Absence records – Fixes attachments not showing in absence records if the attachment was uploaded by a deleted user or a leaver.
• Cegid integration – Fixes the rounding being incorrect when applying default entitlements in the Cegid integration for users in hours.
• Mobile app – Push notifications will no longer be generated when new absences are made in the admin panel. This change was made for consistency with our other admin panel changes, which do not trigger emails or update workflows in the workflow builder.
• Alternative authorisers – Fixes emails not sending to alternative authorisers for overtime, timesheets, entitlement requests and carry-over.

December 5th

• New default reports – Overtime, Carry-over records and Rollover information
  • Three new default reports in the System Reports page.
  • The overtime and carry-over reports are basic collections of useful fields, similar to the existing absence information report.
  • The rollover report is linked in the pre-rollover alert emails which send in the days prior to rollover.

November 28th

• API v2 – Fixes PUT call to users causing an hours per day adjustment wrongly.
• Time tracking reports – Fixes monthly / weekly reports not displaying a row for status “Unsubmitted”.

November 21st

• Time tracking – Two activity dropdowns – Extending our activity functionality to allow for a category and a sub-category to be chosen simultaneously.
  • The wider category is called “Projects” and the narrower category “Activities” by default, but these labels are customisable on the page (similar to the way Overtime and TOIL can be customised).
    • Existing activities will show in the Activities category.
  • Projects are disabled by default.
  • In the front end, Projects appear above Activities. (If Projects are disabled, they will not show).
  • There is also a new rate option, which is set per hour.
    • This only appears against Activities.
    • In reports, you can report on the rate and the cost (= rate x time).

November 11th

• User impersonation – The ability for admins to see edays from the perspective of other users. This has many uses, such as allowing admins to ensure users are set up correctly, and allow them to debug issues that users may be reporting to them.
  • A new role permission has been added called “User impersonation”.
  • With this permission enabled, users will see impersonation links in the front end staff record search, staff record page and admin users section.
    • All users in your staff record user view can be impersonated, but not locked leavers or special accounts such as API accounts.
  • Before impersonation, the user must confirm that they wish to impersonate – this is to avoid accidental clicks and to ensure the user understands that they might see data that is normally unavailable to them.
  • When impersonation begins, the user is redirected to the user’s equivalent of the current page – e.g. if currently viewing their staff record unplanned page, it will redirect you to their own unplanned page as viewed from their perspective.
  • While impersonating, no actions that permanently change user data can be performed.
    • This includes submitting absences, moving dashboard widgets, saving reports and folders, and many more front end actions.
    • The notification bell is not accessible, and items in the profile icon dropdown are also inaccessible.
    • It will still be possible to perform viewing actions that don’t result in a permanent change, e.g. viewing custom forms, or going through the absence booking process up to the point of submission.
  • The admin panel is inaccessible while impersonating.
  • ChurnZero events do not fire while impersonating (although we do have an event for the action of starting impersonation – to measure uptake of the feature).
  • Users can tell they are impersonating due to the header that they see at the top of the screen, informing them of who they currently are. Impersonation can be ended by clicking the X in the impersonation drawer in the top of the screen.
• Time tracking – Machine clocking only mode
  • Similar to QR clocking only, there is now a time tracking mode that disables clocking via the webapp, only allowing the use of external clocking devices.
  • As with QR clocking, users will be able to delete periods but not add new ones. They save and submit timesheets as usual.

• v2 API – Fixes the groups PUT endpoint allowing the group name to be the same as another group name (this is prevented already in the webapp).

October 31st

• Time tracking – Fixes timesheets not recalculating the header totals after an absence is cancelled or deleted/restored from the recycle bin.
• Integrations – Fixes some integrations setting client-provided ID to blank after the integration runs.

October 24th

• When your account has been inactive on a page for long enough to be logged out, and you come back to the tab, you will now be sent back to the login screen. (Previously, performing actions in the page would simply not work, such as scrolling the group calendar).
• Workflow builder – Fixes the timesheet submitted trigger not triggering at the expected times.
• Bulk user update performance – Fixes slow page loads when the system contains many authorisers.
• Reports – Fixes public holiday groups not appearing in reports when enabled globally, disabled at template level and enabled at user level.

October 17th

• Time tracking – daily overtime
  • The old time tracking overtime feature could only be turned on or off. This has been replaced with a dropdown with options No / Timesheet / Daily.
    • “Timesheet” is the old “Yes” option. Existing data will be automatically updated to the new setup.
    • “Daily” is the new option.
  • It is set up by picking each of the seven days of the week + a separate option for public holidays, and choosing an overtime type that will be awarded for excess worked time on that day, similar to the way it already works with Timesheet mode.
    • The rates are set up on the overtime types. This also allows you to customise other aspects for each day of the week if necessary, including “No authorisation required”.
    • Bank holidays are treated separately as they often have higher overtime rates than normal weekdays. All public holidays and custom days will use this rate, instead of the usual rate for that day.
  • In Daily overtime mode, each day is considered individually, and any excess time compared with the rota on that day is considered overtime.
    • Going under your expected working time does NOT give back overtime / create a negative record automatically. Customers who want this might want to try Timesheet overtime, as this essentially has this property.
  • The option for “Enable overflow to secondary overtime type” also works here.
    • The format for this is to use a primary overtime type until a certain number of hours is hit, at which point it overflows to a secondary type. These can be separately for each day.
  • All the above settings are also inheritable, so you can set up daily overtime of different rates on different templates.
  • Overtime records will be created to match each day, so it is possible for a single timesheet to submit many overtime requests at once.
  • Behaviour will be similar to the existing behaviour for timesheet overtime, e.g. unlocking a timesheet will cancel all associated overtime records.
• Time tracking – Grosvenor clocking integration
  • Integration with the physical Grosvenor clocking devices.

• Admin UI – Fixes Inherited values showing as “Inhert default value” in some cases.

October 10th

• Time tracking – Daily clocking reminders (workflow builder)
  • A basic introduction to the world of clocking reminders.
  • This feature adds a new time-based trigger, which is compatible with all the same components as the date-based trigger.
    • You may select an execution time and time zone for the workflow, e.g. 09:15 London time.
    • The time zone defaults to your current user’s time zone, for convenience.
    • The time-based trigger can be set to run any day, a specific date, on certain days of the week, or on certain days of the month. (Essentially the same as the date-based trigger, but leaving the anniversary options out).
  • The “Timesheet property is” condition has a new option “Has clocked in”.
    • This can be used to check whether either the previous or current day has any time at all recorded over it.
    • Typically, you would choose Current day to remind users that they have not clocked in yet this morning.
  • Limitations
    • This feature can currently only remind one clocking per day; it cannot remind people to clock in after lunch, as the check only looks for an event anywhere on the day.
    • This feature does not automatically trigger based on a user’s rota start time; it is required to state the time and split to multiple workflows if required for multiple groups of users.

• Absence records – Fixes attachments not showing in absence records if the attachment was uploaded by a deleted user or a leaver.
• Cegid integration – Fixes the rounding being incorrect when applying default entitlements in the Cegid integration for users in hours.
• Mobile app – Push notifications will no longer be generated when new absences are made in the admin panel. This change was made for consistency with our other admin panel changes, which do not trigger emails or update workflows in the workflow builder.
• Alternative authorisers – Fixes emails not sending to alternative authorisers for overtime, timesheets, entitlement requests and carry-over.

October 3rd

• Fixes users who inherit the “authorise records” permission from template level not appearing in lists of authorisers throughout the system (e.g. the dropdown on the admin user profile page allowing you to choose an authoriser for a user).

September 26th

• Hours per day / time tracking – Override full day bookings to always deduct 1 day
  • This is a new entitlement pot setting which solves some cases with absences deducting full days, primarly in time tracking, but also in general absence bookings.
  • For some background, these are two scenarios that were the basis of our solution:
    • 1) Rotas with days of different lengths. Users work 8 hours Mon-Thu and 7 hours on Friday, but they want a Friday absence to count as a full day. This means their rota is in days and their hpd is set to 7:48. Time tracking thinks they work 7:48 each day so any absences deduct that amount, but it should be 7 hours on Fridays and 8 on other days. Copy in rota also copies in 7:48 every day instead of the correct amounts.
    • 2) Seasonal hours per day changes. Users have 8 hpd, use time submission and absences, have split hours rotas e.g. 8am-12pm, 1pm-5pm. Users change to 7 hpd for just the summer months. Absences should still deduct 1 day but the hours worked in time submission should be 1 hour less over the summer.
  • The new setting allows the duration of a full day booking to always be 1 day. It is present on the entitlement pot in complex mode. Here is how it behaves:
    • When all the working hours in a day are booked, this is 1 day. This could be done by booking a full day, or by booking in hours and taking up all the hours rota time.
    • Similarly, booking a half-day deducts 0.5 days.
    • These changes show in record lists. In terms of entitlement deductions, the changes affect the combination of hours rotas & days pots. (Days rotas already behave the expected way, and for hours pots, you aren’t worried about the 1 day aspect)
    • What this means is you can put users on hours rotas, enable this setting and then time tracking will show the correct number of hours for the day; bookings will still deduct a full day for the whole day. This also has uses outside of time tracking, as sometimes admins want the hours that they report on to reflect the actual worked hours, but have it deduct 1 day from a days entitlement pot, so a normal days rota or hours rota isn’t suitable either way.

• Admin records – Fixes the inherited time unit not being obeyed when the user viewing the records section has a different time unit to the user whose record appears in the list.

September 25th

• Automatic copy from rota.
• “Total hours only” input mode.

• The Difference column is only shown when the “Show difference in summary” setting is enabled.
• When booking an absence, the remaining entitlement now shows for the correct year (previously, it was only showing the current year).

September 19th

• Percentage absent and timesheets – fixes a recent issue where having a percentage absent absence present on a timesheet wasn’t allowing the timesheet to save.

September 12th

• API v3 – GET working time for user on day
  • New v3 endpoint v3/calendar/workingTimeByDate
  • Accepts input parameters for userIds, groupIds, minDate, maxDate , pageNumber, numberOfItems (250 max per page – same paging limits as GET AbsenceByDate).
  • Returns a list of dates, with the number of working minutes (and the days conversion) on each day.
  • The requesting user needs to have the Admin role permission – User, and be able to see the users in their Admin user view
• API v2 – Bearer token lifetime reduced from 7 days to one hour (Pen test requirement)
• Portal – Add Content Security Policy (Pen test requirement)

September 5th

• Expire carry-over – Fixes cancelled absences contributing to the amounts deducted on the expire carry-over screen.
• Time tracking – Fixes pending absences negatively affecting overtime awards in a particular situation. NOTE: Data still needs fixing, will be done on an individual customer basis.
• Time tracking – Previously, if you made an edit to the timesheet and then hit the clock in/out button, the timesheet edits would not be saved. Now, a pop-up appears to prevent this situation arising.

August 15th

• Workflow builder – Condition – Timesheet property is – Submission status and Duration
  • This condition allows you to pick either the current or previous timesheet for most triggers, which is relative to today’s date (notably, this is not relative to the absence date, if it’s an absence trigger – you would probably not have a use for this with absence triggers).
    • If chosen with the “Timesheet is submitted” trigger, it will force you to pick that timesheet as the one being conditioned on.
  • Condition on submission status
    • It is possible to condition based on the status of Unsubmitted or Submitted
    • The main use for this will be incomplete timesheet reminders (probably sent on a Monday with respect to the previous week’s timesheet)
  • Condition on timesheet duration
    • This checks the value of the timesheet duration (which includes time, absences and public holidays)
    • The check can be for it to be a specific value e.g. “Equal to or more than 40:00”, or a percentage, e.g. “Between 95% and 105% of the rota duration”. E.g. if the rota duration is 40:00, the percentage check will check between 38:00 and 42:00 has been submitted.

• API miscellaneous improvements
  • Declined reason – this has been added to the v3 absence GET response.
  • V3 Swagger improvement on absence GET – preview shows the format of FromDate and other date fields.
  • V2 mark as leaver – when attempting to mark someone as a leaver when they are already a leaver, a message is now returned alongside the 400 response.
  • V2 documentation on roles – a message now explains that the endpoint does not validate whether the user(s) set as authorisers actually have authoriser role permissions. This will help avoid confusion as currently, API users are getting 201 successful even if the user they’ve amended to be an authoriser for another user is set as a “Standard User”
• Custom forms – Date returned to work
  • This field will no longer automatically populate with today’s date in the default RTW forms. (Bespoke forms will still populate with it).

• Admin records – Fixes the user search not remembering to be filtered by the selected user when you search for a user, go into their record and then return to the list page.
• User import/export – Fixes deleted users being included in the user import/export tool.
• Workflow builder – Fixes an issue where the Total record durations / Total record occurrences conditions would not count for the correct absence type if the absence type in the workflow is changed after its initial creation.
• Time tracking – Fixes a bug with the Pending chip showing incorrectly when multiple absences (of differing states) are present on the same day.

August 8th

• Time tracking percentage absent interaction
  • Absences which have a percentage absent set (between 0 and 100 exclusive) will no longer remove time entered over them.
  • The percentage absent now displays next to absences in the timesheet.

• Integrations – Now whenever a user is provided without authorisers via an integration, they will be given the No Authorisers authorisation workflow, instead of Single Step with no authorisers selected (which was causing errors when absences were submitted).
• Workflow builder – Fixes timed workflows (e.g. Today’s date is / Record is booked after x days) not running when corrupted example workflows exist.

August 1st

• Time tracking – Trigger – A timesheet is submitted
  • The first time tracking functionality added into workflow builder.
  • This trigger occurs when a timesheet is submitted, usually for authorisation.
  • Its main use cases currently are to alert certain users when timesheets are submitted by a particular group of users. In future, it will be possible to condition on the duration of the timesheet, which allows automatic authorisation based on its length.

• Leavers – Fixes an issue that occurred when setting a left date in another year and checking the front end – a leaver’s prorated entitlement was visible on all last/current/next year tabs, instead of just the one relevant to the left date.
• Time tracking – Fixes an issue where hours-based absences would sometimes contribute the wrong total in the absences portion of the summary header.
• Reports – Fixes downloads ignoring the “Report download decimal symbol” option.

July 26th

• Time tracking – Pending absences and time removal
  • This development aims to fix one particular case with pending timesheets, where a user copies in their rota, then books an absence. If the absence is still pending by the time they come to submit their timesheet, and the user submits the timesheet with the time recorded over the absence anyway, currently they would end up with time entered over the absence.
  • The two changes are: upon timesheet submission, we will inform the user that there’s a pending absence and that the timesheet might change; and we will automatically remove time from the timesheet when the pending absence gets authorised.
  • This will affect timesheets that are unsubmitted or pending, but not authorised timesheets.
  • Also includes the following setting change:
    • Previously, “Copy in rota” did not copy rota time over absences, provided they have “Time tracking accrues entitlement while absent” set to “Yes”.
    • This has changed, so that instead it will not copy over time if “Absence contributes to time tracking” is set to Include.

• Custom forms – When a user is deleted but still had outstanding custom forms, the custom form widget no longer causes an error on the dashboard.
• Reports – The report folder description (which was prompted to be entered when adding a new report) has been removed, as it was not in use.

July 18th

• Workflow builder – The front end now has a link to the workflow builder, under “Admin tools”. It only appears if you have permissions to access it.
• Time tracking – v3 API – User list endpoint
  • Added a simple user list endpoint to the v3 API, which can be used to retrieve a list of users in the system.
  • It can be filtered by created date and modified date, so e.g. only recently-added users can be considered.

• Time tracking – Fixes clocking in not working via the API or mobile app if your time zone is not a regularly hourly time zone, e.g. India’s +30min zones.

July 11th

• Time tracking – Remove time clashing with absences
  • This is most useful when a user has copied in their rota and later submitted an absence over some of the timesheet – so the time that was copied is no longer accurate.
  • Only unsubmitted timesheets will have their time removed when visited. (It is still technically possible to submit an absence over a timesheet which has already been authorised).
  • It happens when either the user or an authoriser visits the page. The permission for the user whose timesheet is being visited is the one obeyed in this case.
  • Only happens when “Copy in rota” (either manual or automatic) is enabled. This is because this is the expected case where someone has created time, but it now clashes with an absence.
  • Only absences which contribute to time tracking will cause time to be removed.
  • This will happen in both the webapp and mobile app.
  • The logic for the time it creates is the same as the logic for “Copy in rota” – if there is a half-day absence, the other half of the day will remain as time.

June 27th

• Translations – Fixes time tracking page displaying incorrectly with long phrases, e.g. German translations.
• Absence booking by dragging personal calendar – Fixes some issues with incorrect messages showing up when creating an absence booking in this manner.

June 20th

• Time tracking – Total hours only
  • In this new time entry mode option, all time blocks are replaced by a single “Total hours” block per day.
  • The total hours can be edited in a modal.
  • The clocking in and out buttons are removed, and activities and breaks are incompatible with this mode.
  • Copying in from rota will copy the durations from the rota across This will obey the hours per day, fixed durations and split durations, just as it does already.
• Time tracking – Show duration in summary
  • New inheritable setting “Show difference in summary”, which shows/hides the final column of the summary header of the timesheet page.
  • Its value is set to Yes by default if overtime is enabled, and No if it is not (so that the current behaviour will be observed).

• Time tracking – Fixes custom period public holiday counting as negative towards overtime

June 18th

1. Automatically approve holiday requests if enough notice is provided.
2. Send entitlement reminders to encourage your teams to use their holiday allowance.
3. Trigger alerts for managers and HR teams based on your absence policies, with custom occurrences and lengths of sickness.
4. Send customised welcome emails to new starters, or anniversary emails.
5. Pending absence reminders for managers yet to approve holiday requests.

June 13th

• Entitlement report – Add “percentage booked” and “percentage taken” fields
  • Adds two new fields to entitlement reports with the following calculations:
    • Percentage used and booked: ((Used + Booked) / Total entitlement) * 100%
    • Percentage used: (Used / Total entitlement) * 100%
  • Fields consider the whole balance in the pot, not just in specific elements.
  • It is also now possible to group by Team (and other group types) on the entitlement report. This is so that the new fields can be averaged across a group.

• Exported absences – When exporting an individual absence to an external calendar, the details now correctly obey the absence type permission to show description, depending on the user who performs the export.

June 6th

• Workflow builder – 7 new example workflows
  • Seven new example workflows have been created, which demonstrate the new functionality added in this iteration of Workflow Builder.

• Reports – Fixes reports failing to load when adding a recently-added group type as a column. Existing issues with data are not being fixed, so group types may need to be deleted and re-added.
• Workflow builder – Fixes adding/removing attachments not triggering “A record is booked” for the Edits of absences.

May 30th

• Workflow builder – Trigger – After a record is booked
  • Combined with the Record status is condition, this trigger enables pending absence alerts – e.g. “If it has been 5 days since a record is booked and its status is pending, send an email”.
  • This could be used to customise the “alternative authoriser” experience – e.g. you can set it so that a reminder email is sent to another address after a number of days, but not have the same occur if a primary authoriser is away. (Note that the address you send it to would need to be able to authorise the request for this to make sense).
  • Like with the other record-based triggers, a list of record types can be chosen to be affected by this trigger, or “All record types”.
  • The trigger time can be set a number of days after the booking occurs, in calendar or working days
  • This behaves the same as the “A record starts/ends” trigger – working days will look at the rota to determine which days are valid, whilst calendar days is the actual number of days between the two dates.
• Workflow builder – Deadbox
  • The deadbox (email address override to which all emails can be sent) now works with the workflow builder. This means all emails triggered from WB will be sent to this address when it is set up. This is particularly useful for staging systems wanting to test the WB.

• Rota patterns – fixes multi-week rota patterns not saving every day unless the page is loaded for every week before saving. This bug caused rota data to be lost sometimes on 5+week rotas.

May 23rd

• Workflow builder – Trigger – Date-based trigger
  • This trigger happens just after midnight, and offers a few options for trigger dates, mostly recurrent.
  • Leavers, deleted users, API accounts and partner admins are excluded from this trigger.
  • For Leave Date / Employment Start Date / Birth Date options, if 29th Feb is selected, the 28th is used in non-leap years.

• v2 API entitlement – The “Year to date” field now correctly gives details of the amount used in the current leave year – whilst a new field has been added for “Last 12 months” which has the behaviour that this field was previously observing.

May 16th

• Workflow builder – Condition – User’s entitlement is
  • This condition checks if a user’s remaining entitlement meets a certain condition. It mainly unlocks entitlement reminders, but can also be used to check if the entitlement on an open absence has been used up, at which point an email could be sent to remind the authoriser to change the absence type.
  • Entitlement pots in the system can be chosen between, including planned, unplanned, overtime, etc. – but not including ongoing pots or “last 12 months” pots.
  • If the pot is disabled for the user, the condition counts as a fail, so the workflow will not proceed.
  • A number of days or hours can be selected. The days / hours time unit is not automatically chosen, because it can be different for each user. It will still work in either case though – we store both a days and hours figure for each user behind the scenes, even if it’s not in active use.
  • The period chosen can be “This year”, “Last year” or “Next year” – this is relative to the time of execution.
  • When this condition is present in the workflow, a dynamic text property is also added, which gives a summary of the user’s entitlement for the pot which was chosen in this condition, similar to the summary that shows in an entitlement email (includes the total entitlement, used amount and remaining amount).
  • This condition also supports “within a percentage of” the user’s total accrued entitlement – which is useful for only sending entitlement reminder emails when a certain proportion of leave has been used, factoring in part timers proportionately.

• Reports – the default entitlement reports now have a few extra columns: carry-over, total entitlement, and accrued in element.

• Absence reports – Fixes “Your leave year” filter not working.
• Accruals – Fixes accruals not applying for pending leavers.

May 9th

• Entitlement elements – Fixes an issue where double clicking the Enable/Disable button at template or user level created multiple copies of the element.

May 2nd

• Workflow builder – More dynamic text tokens
  • Expansions to the “Send an email” dynamic text options in the workflow builder, to allow the emails which send to be more useful to the situations occurring.

•  Time tracking – Fixes accruals for time tracking not running when disabled globally (but enabled on a template or user).

April 25th

• Workflow builder – Pro version
  • The workflow builder now has buttons on both the list page and the workflow page, which show the number of active workflows and allow the user to upgrade. 
  • When the user enables their third, fourth or fifth workflow, a modal pops up, with wording customised to the case. This is to make sure they understand the situation with their free version and encourage them to upgrade. 
  • Users need the licence ordering permission to upgrade – this is because users with this permission already have sufficiently elevated permissions to be able to purchase for the business. If they don’t have this permission, the modal tells them this is the case.

• Absence restore from recycle bin – improves the error messages when absences fail to restore.
• API documentation – improves some wording to do with marking users as leavers.

April 18th

• Workflow builder – role permission
  • New role permission “Workflow builder”, which is required to access the workflow builder.
  • It is enabled on any roles which already have “System setup” by default
• Workflow builder – Condition – Total record occurrences
  • A new condition added to the automation builder feature.
  • This condition allows sending alerts based on the number of occurrences in a certain timeframe, which is especially useful in complex sickness alerting.
  • Can select either Record types or Record reasons
    • From the specified choice, there is a multi-select of all record types and defined reasons in the system – so it’s possible to count the number of occurrences across multiple absence types.
  • Can choose “Equal to or more than / Equal to or less than / Exactly” a specified number of occurrences
    • The Timeframe options are within the last Days/Weeks/Months.
    • E.g. Today is the 20th March, the trigger is “A record is booked”. Booked absence starts on the 21st March. This absence will not count towards the occurrence count. However, booking an absence which starts on the 19th March should count to the occurrence count.
  • When executing, it considers the occurrences for the person that the workflow was triggered for (e.g. the absence was booked for).
  • Linked absences count as a single occurrence, whereas recurrences count an occurrence per day.

• Fixes an issue where scheduled tasks would (rarely) run twice in the same day.

April 11th

• Time tracking API – Fixes the /v3/ClockOut endpoint throwing an error when clocking out in the same minute as a clock-in.
• Leap years – Fixes entitlement not deducting on 29th February if your leave year starts on 1st March.

April 4th

• Workflow builder – Condition – Record status is
  • A new condition added to the automation builder feature.
  • There is a multi-select to choose statuses from: Pending, Authorised, Declined, Cancelled, Cancellation Pending.
  • This has a use in Pending absence alerts (requires “Trigger – Record is booked – days after”).

• API v2 – Fixes absences creating with zero percentage absent when this feature is enabled.
• Dual step authorisation – Fixes emails not sending to the second step when the first step is authorised on the day the absence was booked.

March 28th

• Workflow builder – Condition – A record is open
  • A new condition added to the automation builder feature.
  • There is an option to select open / not open. 
  • This condition means the workflow continues processing only if the absence is open / not open.  
  • A good example use of this would be in combination with A record starts/ends – 5 calendar days after start, so that open absences of a certain length will send update emails to a user. 
• API v3 – Actioning requests on behalf of others
  • It is now possible to use the following endpoints from the perspective of another user, which is useful when using an API client account to perform actions for other users (add a ?userId=… on the end) 
    • GET /v3/authorisation/outstanding 
    • PUT /v3/authorisation/approve 
    • PUT /v3/authorisation/reject 
    • PUT /v3/authorisation/cancel 
    • PUT /v3/authorisation/approvecancellation 
    • PUT /v3/authorisation/rejectcancellation 
    • GET /v3/authorisation/authoriser 
    • PUT /v3/user/icon 
    • GET /v3/absencetypes 

• API documentation – fixes an inaccuracy with the documentation showing group responses.

March 21st

• Dual step authorisation – Fixes the second step receiving duplicate emails in the case where the first step authoriser submits a request on behalf of their reportee.
• Reports – Fixes groups not showing up against users in certain circumstances.

March 14th

• Time tracking – Rename from “time submission”
  • The previous time submission section has been rebranded to use the terminology of “time tracking” and “timesheets”.

• Recurrences – Fixes the list of “Excluded” dates, which could not be created in a recurring absence, appearing to be offset by 1 day due to time zones.
• NHS conditions – Fixes some conditions e.g. Tonsillitis containing images which lead to blank pages.

March 11th

• Time tracking is now available on mobile. This includes accessing timesheets on a mobile device, clocking in (optionally using QR codes) and out, adding time manually, copying in time from the rota, submitting and authorising timesheets.
• If you would like access to this feature, please contact your account manager.

March 7th

• Time tracking – Working time directive reporting
  • Added a number of fields to the “Time tracking by date” report, including:
    • Earliest start and end times of time periods.
    • Rota start and end times, to compare with the submitted times.
    • Rota fixed duration and break duration, to compare with the submitted amounts.
    • Absence type present on the day, and its start/end times and duration. (Note that only absence types which affect time tracking contribute towards this total).
    • Excess – difference between expected and submitted amounts.
    • Date that the timesheet was last modified.
  • Also added a new default “Time tracking by date – working time directive” report, which should be an all-encompassing report to aid with working time directive compliance in Europe.
• Time tracking – Pending absence behaviour
  • When an absence is marked as pending, the timesheet it is a part of can no longer be authorised until the absence is actioned.
    • The timesheet page now disables the Authorise button, and a message explains that the absence must be authorised first.
    • The action list shows a failure when attempting to authorise the timesheet first, and when authorising all requests, the order will be absence-first.
    • The API (and therefore mobile app) also prevent early authorisation.
    • If the user has no authorisation on timesheets, these measures will come into place on submission, since there is no authorisation step.
    • Absences which do not affect time tracking and do not accrue entitlement for time tracking will not block authorisation.
• Time tracking – Extended incomplete timesheet date range
  • We now show reports for last 54 weeks (just over a year) / 37 months (just over 3 years). Previously, it was 8 weeks or 3 months, so this is a significant improvement!

• Absence records – Fixes not being able to view attachments on open absences when your user has a specific set of permissions.
• Entitlement import – Fixes an issue with the “Remaining balance” import not importing the right value.
• Cegid integration – Changes setup to use the rota start date sent across from Cegid, instead of defaulting to 1 Jan 2023.

February 29th

• Fixes the admin user page presenting a user as though they are a leaver under certain circumstances.
• API documentation – Added a clarification regarding the behaviour of inheritance.

February 22nd

• Absence by date report
  • This new report is one we anticipate will be well-adopted – multi-day absences are shown on one line per day, rather than one line for the whole absence.
  • This allows more comprehensive reporting for payroll purposes, showing clear breakdowns into each payroll period.
    • Note that the total fields in the existing absence report already adjust for date ranges chosen, but the report has to be filtered to a smaller range, e.g. just a single month, for this to come into effect – whereas the new report will allow many months at once.
  • It will also be easier now to use reports to gather insights by the day, such as “Which day had the most absences?”

• Bulk user update – Fixes an error which occurred when bulk booking absences. Also fixes a bug where it was possible to double-click the button and book duplicate absences.
• User settings – Fixes some custom user view being set to inherit when the view was meant to have been set at user level.
• iCal – Corrects an issue in the iCal data, which had incorrect dates for Australia and New Zealand daylight savings.

February 15th

• Time submission – Time entry mode – a new setting with options carrying the following benefits:
  • “Clocking and input” – current behaviour (default option)
  • “Input only” – users cannot clock in. Users who use the copy rota function tend to want to populate timesheets as easily as possible without clocking in, so this is a setting to support them further.
  • “Clocking only” – users cannot edit their timesheets; they can only clock in and delete periods. Breaks and activities cannot be entered manually / edited.
  • “QR code clocking only” – users cannot edit their timesheets or clock in via the webapp, and in the mobile app, the skip button is removed so users must use QR clocking.
  • Note that for both Clocking only options, authorisers are still able to edit on behalf of others, even if this permission is removed for themselves (though they will need the “Enable timesheet editing by authorisers” permission).
  • Note that integrations bypass this setting.
• Time submission – Automatically copy in rota
  • Admin flag “Automatically copy from rota”, inheritable at template and user levels. The default value is “No”, to match the current behaviour.
  • It is not necessary to have “Enable copy from rota button” set to Yes to use this, although it makes sense to have this as an option in case the user deletes some of the automatic periods and needs to re-add them.
  • Timesheets are automatically populated at the moment a user clicks onto them in the web application.
  • Although this new feature won’t usually be enabled along with clocking in and out, if a clocking action does occur, it will populate the current timesheet (if it is not already populated).
  • If all periods on a timesheet are deleted, it will not repopulate from rota when clicked onto; this action only occurs once on a completely new timesheet.

• NHS conditions – Fixes some NHS conditions not updating.

January 25th

• Searchable dropdowns in reports and time submission
  • In the report filters, any multi-select checkboxes (e.g. template, absence type) have been replaced by searchable multi-select dropdowns, which makes it much easier to add and manage filters.
  • The filters are ordered by sort index if applicable (e.g. absence types have a sort index so the order will be similar to that of the booking form), then alphabetically when not applicable or when tied.
  • In the timesheet page, the activity dropdown is now searchable.
    • This will allow us to support large numbers of activities more easily in future.
• V2 API – GET Rotas endpoints include Rota Start Date
  • This returns the start date of the last applied rota, taking into account inheritance in the event that the user is inheriting their rota from a template or global.
  • The two affected endpoints are:
    • api/v2/users/{partnerUserId}/rotas
    • api/v2/usertemplates/{userTemplatePartnerId}/rotas

• Admin absence records – fixes the date picker calendar not showing existing absence records when creating records in the admin panel.
• Time submission – fixes some translations on the timesheet page.
• Carry-over expiry – fixes an error which would occur when attempting to expire on certain dates.
• Public holiday entitlement – fixes an error where the entitlement could wrongly award, without checking that the current balance of the element is zero.
• Manual day calculation – fixes days-based absence types using the hours booking form when on a 24/7 hours rota.

January 11th

• Reports – Fixes too many results appearing in a report download when using grouping, and filtering the groups.
• Scheduled reports – Fixes the list of recipients for a scheduled report showing as blank when the number of recipients is particularly large.
• v3 API – Fixes PUT Absence not allowing absences to be edited unless the API account is in the authorisation workflow of the user whose absence is being edited. It is now possible to edit absences for anyone in that account’s staff record user view.
• Translations – Fixes time submission email summaries not translating.
• Public holidays – Fixes “Restrict element to award entitlement for public holidays” being set to False at user level or template level when the feature is disabled (causing issues later down the line if the feature is then enabled). Also fixes the setting being visible when creating a new entitlement element, despite the feature being disabled in master admin.
• Custom forms – Fixes auto-population of Details field not working in standard RTW/self-cert forms. This may affect some custom forms too, if they were supposed to have a prepopulated value.

December 13th

• Rollover alerts that send pre-rollover and post-rollover (failed carry-over) now send to the system owners, if they exist. If there is no system owner set, they still send to all admins in the system (old behaviour).

• Time submission – fixes tooltips which were missing on the admin page. Also fixes the wording of the copy in rota message, which recently changed in behaviour.
• Absence bookings – “full-days only” absence types no longer show the half-day checkboxes on the front-end absence edit form.

December 6th

• API v2 – Add Employee number and payroll number to absence GET endpoints.

• Open absences will extend up to today
• When you create an open absence, it will automatically extend to today’s date.
• Open absences will now flag up a conflict upfront if there is an absence between the date of the new open absence and today, and the booking is prevented. The message informs the end user that the open absence would cause a conflict, and recommends that they deselect “open absence” and provide an end date.
• Applies to create/edit of absences.
• This is an improvement on the previous behaviour, which forced the absence to wait for scheduled tasks to run. If it hits any clashes in the process, it results in a 1-day absence.
• Time submission – Allow 0 minutes between periods
• It is now possible to add time blocks which have a start time at the same minute as another block ends. This is useful where activities are in use, and a new activity becomes in use immediately after a previous one ends.
• It is still not possible to add times that start and end at the same minute, e.g. 10:00-10:00.

• Reports – Fixes rows being missed out from downloaded reports when the value in the first column is blank.
• Time submission – Fixes clocking in sometimes creating duplicate time entries, which were visible in reports.

November 30th

• Time submission – it is now possible to submit time for future dates. In particular, the “Copy in rota” button now copies in rota data for the rest of the week/month ahead. This is useful for users who want to be able to submit their time as easily as possible, so they can create all time segments upfront and adjust later.

• Time submission – fixes issue where it was not possible to authorise or reject timesheets from the notifications bell.
• Fixes an issue extending rotas for users with 0 duration working periods.
• Booking form – fixes an issue where the booking form calendar showed “undefined” for the start and end time of an absence booked in hours.

November 23rd

• When creating users, templates and groups, the Partner Id field is now set to the identifier of the entity by default. This is to give default values to these entities, meaning they will be less likely to be blank when they are later required, e.g. during an integration.

• Data integrity – fixes issues where editing absences would, on rare occasions, cause the calendar data and absence data to come out of sync.
• Integrations – fixes some integrations creating too many settings at user level (user view and password settings).
• Reports – Fixes grouping by blank fields causing the groupings to expand incorrectly in the reports page.
• Entitlement – Fixes carry-over cap converting incorrectly when users have a different hours per day to a template, are inheriting their carry-over cap from the template and the time unit is hours.
• Calendars – Fixes capitalisation of “End time” on hours absences, on various front-end calendars.

November 9th

• Absence deductions – fixed duration capping restrictions no longer apply when an hours-based absence is booked and manual day calculation is enabled on the absence type. (This includes if you have manual day calculation enabled on the absence type, but aren’t using it on this particular absence booking)

November 2nd

• Entitlement – fixes an error regarding rounding correction policy which would occur when the pot time unit is Hours.
• Entitlement report – fixes carry-over cap in days displaying incorrectly when inheriting a different time unit from a template.
• Changes the behaviour of absence deduction on fixed duration rotas, so that the fixed duration is never exceeded. E.g. previously, with a rota 10:00-18:00 and fixed duration 7:00, booking 10:00-17:30 would deduct 7:30, but now it will deduct 7:00.

October 26th

• V2 API – fixes the UserGroups endpoint not returning all users

October 20th – Mobile app update

• You can now cancel leave in the app- just select the option at the bottom of the Leave Request screen. You will need the same permissions as for the web version.
• You can now edit and cancel overtime.
• You can now filter the calendar by specific teams, or other groups of individuals.
• You can now view entitlement for last and next year.
• Improved links between areas of the app, for example when selecting the “Upcoming leave” widget on the home page.
  • And “Your Overview”.
  • And you can request leave from the calendar page.

• Improvements to the on-screen keyboard

• Fixes a crash occurring when selecting a month in German
• Fixes a sporadic bug causing a failure when logging in
• Fixes bookings being created with MDC when it isn’t required, e.g. for a single day booking.
• Fixes the screen jolting when scrolling through the entitlement summaries
• Fixes a minor visual issue with entitlement pot display on the entitlement summary screen
• Fixes all users displaying in the calendar on a public holiday date when a filter other than “everyone” is selected
• Fixes translation overrides not applying in English
• Fixes a visual issue on the event summary screen
• Fixes a visual issue with a line appearing above the Request button
• Fixes the home page header not hiding when scrolling down the page
• Fixes unbookable absence types appearing in the booking form
• Fixes a visual issue on the confirmation screen when booking leave
• Fixes not being able to see the end of December 2024 on the booking form and personal calendar

October 19th

• Fixes duplicate emails sending when an authoriser appears multiple times in their reportee’s authorisation workflow.
• Recurring absence – fixes total duration showing incorrectly in absence records lists when using the percentage absent feature.
• Entitlement – fixes carry-over cap incorrectly rounding down to the nearest whole when changing entitlement pot time unit from hours to days.

October 12th

• API – group type partner ID added to users/groups v2 endpoint

• Roles setup – fixes user count including leavers and deleted users. (It does however still include API accounts; this is intentional as they count towards admin licences etc)
• Profile pictures – fixes these being broken when viewed on some pages, e.g. in the automation builder.

October 5th

• Reports – fixes apostrophes in email addresses causing report downloads to fail.
• Entitlement – fixes negative “Available to book” values appearing in certain elements, when other elements in the pot still have balance remaining.
• Working locations – fixes working locations not being bookable in systems which don’t have holiday or sickness enabled.

September 26th

• Reports – fixes downloading reports via HTML not working.
• Entitlement – fixes some users having user-level settings for “Award entitlement for public holidays” set to No.

September 18th

• New trigger – User status changes. Triggers when a user is created, deleted or marked as a leaver (can select any of these).
• New action – Change user property. This allows you to change a user’s property (currently just their template). The combination of this with the above trigger allows you to move new users to a template based on some other properties they may have e.g. group membership.
• When sending an email to a custom email address, there is now an Add button to put in individual emails. This change was made because the previous method (pressing Enter) was less obvious to end users.

• Reports – fixes an error with the “X Occurrences in Rolling Period” default system report.

September 14th

• Mobile app – fixes a rota case in which hours bookings were displaying a “You are not scheduled to work between those times” error.
• Time submission – fixes an issue where two custom days on the same day would deduct more than the user’s rota duration from the timesheet total.
• Automation builder – fixes an issue where you would be logged out after a few seconds of login if you had already logged in before.

September 7th

• Entitlement – Rounding correction policy This option appears on an entitlement element (in complex entitlement mode). It allows users to round their entitlement at a given point in a year, e.g. selecting 1st December and rounding up to the nearest half. This is useful for when accruals don’t result in a full amount – e.g. 2.08 days per month over 12 months results in 24.96 days of entitlement. Applying the rounding policy at the end would take this to an exact 25, without worrying about accruals of 0.04 which don’t always work (due to complex interactions with the hours per day of users). It always runs after accruals, so you can safely run it on the day that the accrual runs and have the rounding apply afterwards. The rounding options available are our usual selection.

• Booking form – Fixes manual day calculation absences being unbookable if the natural duration of the absence exceeds the user’s entitlement, even if the MDC absence would not break any entitlement rules.
• Booking form – Fixes open absences booked today or in future showing an error of “Start time must be before end time” on certain rota patterns.