Assigning leave is simple once you know two things: how many hours Soigné expects per day, and whether the employee is off for a whole period or just a few single days. That tells you how many hours to enter.
How Soigné divides the hours
Soigné divides the contract hours over all days of the month, including weekends and days the employee isn’t scheduled.
With a contract of 40 hours a week, that is about 5:35 per day in October, and about 5:18 per day for a 38-hour working week.
That number is different each month, because not every month has the same number of days. The total per month always stays the same: 173:20 for 40 hours a week and 164:40 for 38 hours. This way an employee earns the same salary in a short month as in a long one. In a short month, each day therefore counts for more.
The leave hours you enter are divided equally over the leave days. If the total is right, the overtime balance stays the same. If you enter too little, the difference is deducted from the overtime balance. If you enter too much, the employee builds up overtime.
Whole weeks or single days?
First check whether the employee also works shifts in the week of the leave. That determines how you calculate.
Situation | What you enter | Example (40 hours, October) |
Whole week off: no shifts at all that week | All days × the hours per day Soigné expects, including weekends | A week off = 7 × 5.59 = 39.14 hours |
Single days: the employee also works shifts in the same week | The hours the employee would have worked that day: the scheduled shift, or the contract hours divided by the number of working days per week | 40 hours over 4 working days, 1 day off = 10 hours |
Why the difference?
With a single day off, the employee works the rest of the week as normal. If you then enter only 5.59 hours, they are short on hours, even though they had a full working day (of 10 hours) off.
Does a long period start or end in the middle of a week?
Calculate the week in which the employee still works as single days.
Calculate the weeks after that as whole weeks.
Add everything together: that is the total you enter.
How to enter the leave
Choose the calculation method. Whole weeks or single days, see above.
Read the number of hours per day (whole weeks only). Open the employee’s hours overview for the month of the leave. Look at a day without hours (grey, no shift) in the Overtime column. It shows a negative value, for example −5:35. That is the number of hours per day Soigné expects that month. You can also use the table below.
Calculate the total.
Whole weeks: number of days × hours per day. Count all days, including weekends. A week of leave is therefore 7 days, not 5.
Single days: number of missed working days × hours per working day, or the hours of the scheduled shifts.
Convert to decimals. The field works with decimals. Divide minutes by 60, so 55 minutes is 0.92 hours. The tables below already show the calculated numbers.
Check it.
Whole weeks: if the leave days show 0:00 in the Overtime column, it’s correct. If there is still a minus, for example −0:42, you entered too few hours.
Single days: look at the week total in the Overtime column, not at the day itself. It should come out around 0, plus or minus the hours the employee worked more or less that week.
If it isn’t right, adjust the leave on the employee’s profile via Edit.
How many hours does Soigné expect per day?
The hours per day depend on the length of the month. For 40 hours a week the total is 173:20 per month, for 38 hours it is 164:40. That is divided by the number of days in the month. The number in brackets is the same in decimals, as you enter it.
Days in the month | Months | 40 hours per week | 38 hours per week |
31 | Jan, Mar, May, Jul, Aug, Oct, Dec | 5:35 (5.59) | 5:18 (5.31) |
30 | Apr, Jun, Sep, Nov | 5:46 (5.78) | 5:29 (5.49) |
28 | Feb | 6:11 (6.19) | 5:52 (5.88) |
Other contract hours, or February in a leap year? Read the number of hours per day in the employee’s hours overview.
What do you enter for whole weeks of leave?
Always count all 7 days of the week, including weekends.
Days in the month | 40 hours, 1 week | 40 hours, 2 weeks | 38 hours, 1 week | 38 hours, 2 weeks |
31 | 39.14 (39:08) | 78.28 (78:17) | 37.18 (37:11) | 74.37 (74:22) |
30 | 40.44 (40:27) | 80.89 (80:53) | 38.42 (38:25) | 76.84 (76:51) |
28 | 43.33 (43:20) | 86.67 (86:40) | 41.17 (41:10) | 82.33 (82:20) |
A week of leave isn’t always exactly 40:00. That’s because a month doesn’t have four equal weeks: the hours are calculated per day, and only over the whole month does the total come out exactly.
Examples
The examples assume 40 hours and 38 hours a week. The hours per day are in the tables above.
Whole week off in October, 40 hours. The employee works no shifts that week. You enter 39.14 hours (7 days).
Leave that falls in two months, 40 hours. A whole week off from Monday 28 September to Sunday 4 October has 3 days in September and 4 days in October. Make a separate booking for each month: 17.33 hours for September and 22.37 hours for October.
Whole week off in October, 38 hours. The employee works no shifts that week. You enter 37.18 hours (7 days).
Leave that falls in two months, 38 hours. The same week, from Monday 28 September to Sunday 4 October: 16.47 hours for the 3 days in September and 21.25 hours for the 4 days in October, in two separate bookings.
Common mistakes
Entering a single day as 5.59 hours. If the employee works the rest of the week as normal, enter the hours of the missed working day, for example 10 hours.
Counting only working days for whole weeks. A week off is 7 days, even if the employee only works 4 or 5 days a week.
Dividing by 4 weeks. A month doesn’t have 4 weeks. Always calculate with the number of days.
Sickness hours per week. Do you enter sickness hours per week? Then count the days of that week that fall in the month, and multiply by the number of hours per day. If a week runs over two months, count only the days of the month itself.
Looking at a single day. On worked days there is often a plus, and on leave days and days off a minus. Always look at the balance over the whole week or period, not at a single day.