Reasons

Reasons are short labels employees can attach to a time registration to explain it — useful for documenting non-standard entries and for reporting. You decide what each reason requires and who can use it.

Overview

When a reason is available on a registration, the employee can pick it and — depending on how it’s configured — may be prompted to add an activity or a note. This helps capture consistent, searchable context behind entries.

Each reason carries:

• Name — what employees see when picking a reason
• Requires activity — whether an activity must be chosen alongside the reason
• Requires note — whether a note must be entered
• Exclude from work time — whether presence booked under this reason counts toward worked hours
• Availability — which employees can pick it, by work country, org unit and employment terms

Manage reasons

1. Go to Settings › Reasons
2. Use Add Reason to create a new one
3. Click a row to open the reason editor

Configure a reason

Basic information

• Name — the label shown to employees

Behavior

These settings control what employees must provide when using the reason:

• Requires Activity — when on, an activity must be selected together with the reason
• Requires Note — when on, a note must be entered

Exclude from work time

Turn on Exclude from work time for presence that should be recorded but not counted as worked hours — the typical case is on-call standby (rådighedsvagt), where an employee is on call but not actively working.

When a check-in/out registration carries such a reason:

• it is not added to worked hours, so it does not affect the flex balance, additional hours, or overtime;
• it is still shown as check-in/out presence on the timesheet;
• it still earns its allowance — for example an on-call standby premium — because allowance policies are triggered independently by the reason.

This lets you pay a standby bonus for the hours on call without those hours inflating the employee’s worked time or flex.

Availability

Choose which employees can pick the reason:

• Everywhere — every employee can use it.
• Specific — only employees whose employment matches the work countries, org units or employment terms you list. Use Add exception to carve a group back out.
• Nowhere — nobody can use it. A new reason starts here, so it reaches no one until you give it an availability.

Every reason that matches an employee is offered to them.