Activities (like Vacation, Doctor visit, Home office, Training etc.) allow employees to create attendance requests in HERON. In this manual, administrators can see how to create activities and adjust activities settings according to their needs.

Types of activities:

• absence (for example a Vacation) – less hours/days worked
• presence (for example Overtime) – additional hours/days worked
• info (for example Home Office, Internal Training, Business Trip) – a special kind of activity during regular working time

Quota for activities:

• activities with quota (for example 40 hours of Doctor visit – please be aware you must upload quota for all activities that require quota check)
• without a limit (for example unlimited Home office)

Please note that only employees with special permissions can use this functionality.

Step 1 – Settings

Click on Settings and select Attendance.

Step 2 – Activities

Select Attendance activities.

Step 3 – Select company

If you have access to set up more than one company, you must create activities for each company individually – select a Company.

Click + New activity.

If you have a large number of activities in your company and you want to organize them better, you can use the option to create categories (groups) of activities. It makes the orientation and creating attendance requests easier. Click on the small arrow next to the button for a new activity and create a group. Then add multiple individual activities to it. For example, a group “Doctor Visit” and within it the activities “Doctor Visit – Employee”, “Accompanying a Family Member” and “Accompanying a Disabled Child”.

Step 4 – Details

• Type of activity: Vacation, Sick Day, Home Office etc.
• Attendance status: adds working time, substracts working time, informs about the activity that is happening during the work
• Group: This is not a necessary setting. If you do not choose any group, it means that all employees are allowed to this activity.
• Name & Localization (localization is a translation of the name into other languages)
• Description & Localization (localization is a translation of the name into other languages)
• Unit of the activity duration: Days, Half Days, Hours
• Form type: Standard
• Workflow: standard workflow is “EMP-MNG” which means “from Employee to Manager for approving”
• Skip workflow for deleting requests with this activity: Yes/No
• Balance check: Yes/No (if there is quota assigned to this activity)
• Allow transfer of quota for this activity & set up the transfer validity in months

• Activity is during workshift only (only during the working time)
• Allow entering cross-year requests with this activity
• Prefill Start & End based on the duration of the workshift
• Enable overlaps between shifts
• Allowed for those employment types only – If you select any employment type, it means that the other employment types will not be allowed to request this activity. If you leave this field blank, all employment types are allowed to request this activity.
• Allowed for those attendance groups – If you select any attendance group, it means that the other groups will not be allowed to request this activity. If you leave this field blank, all groups are allowed to request this activity.
• Show activity in overview (show in startpage): Yes/No
• Select icon & color of the activity
• Send .ics to MS Outlook – creates a calendar activity in MS Outlook simultaneously with a new request creation

• Comments on creating, approving or rejecting a request with this activity are mandatory: Yes/No
• Allow uploading attachments: Yes/No
• Anonymization in e-mail notifications/overview: Yes/No
• Restrictions: only selected persons will be allowed to have this activity (managers only OR only employees with a certain permission)
• Activity limits
• Export

Click Save.