Absence, attendance & time accounts
Absence, attendance and time accounts - leave, clocking in and out in one place
Request leave, approve it in stages, keep entitlements and sick notes, record attendance by clocking in and out, and book overtime onto a time account - right where the calendar, the ticket time and the utilisation figures already live. If you already run a leave system, connect it instead.
No payment details · Hosted in Germany
What it does
Leave requests with a stand-in, a note and a history - half days included
One or two approval stages; the higher stage may decide straight through
Entitlement per employee: pro rata on joining and leaving, part-time and four-day weeks, public holidays by region, half days on Christmas Eve and New Years Eve
Carry-over into the new year with an expiry date; special leave with an occasion and standard days
A quota check when submitting - you cannot request more than you have
Sick notes with a certificate period, follow-up notes and a reminder before they run out; conversion between leave and sickness
Company holidays as a bulk entry and a minimum staffing level per team - blocking or as a hint
Attendance with clock-in and clock-out: one block per period of presence, the break is the gap between them - no break field for someone to fill in that nobody can verify
A forgotten clock-out does not create a 14-hour day but a visibly incomplete one: an open block counts zero hours
Target hours come from the working-time model and the public holidays, less approved absence - a day of leave never creates a deficit
Statutory break thresholds as a hint or as a deduction, depending on the setting - never blocking, because the work was done
Your own time stays editable within the day and can be added up to 14 days later; every correction by somebody else is in the audit log
A month only moves onto the time account when you click, and only ever the difference to what is already booked - clicking twice does not book twice
Attendance and ticket time answer two different questions: when somebody was there, and what they worked on - each module can be switched off on its own
Time account for overtime: record, approve, take back, pay out - traceable through a counter-entry instead of deletion
Taking hours back spreads across the days and therefore shows in the calendar
Leaver settlement with pro-rata entitlement, payout and cancellation of future entries
Who sees which note and which sick record is governed by rights and a person scope (own, department, all)
Migration from the previous system: requests, entitlements, time accounts, stand-ins and working-time patterns come across
Or as an integration: an existing leave system supplies approved absences - then IDA does not keep them itself
The module can be switched off if absence is managed elsewhere
In practice
In practice
The request goes to the manager, who sees straight away who is already away in that period. Once approved, the leave appears in the team calendar and in the utilisation figures - dispatch has nothing to enter twice, and the time account matches the hours recorded.
Frequently asked questions
Do I need a separate leave management tool?
No. IDA handles requests, approval, entitlements, sick notes and time accounts itself. If you already run a leave system, you connect it instead and take approved absences from there - exactly one source is active at a time.
Does IDA calculate leave entitlement itself?
Yes. Pro rata on joining and leaving, based on the individual working-time pattern (part-time and four-day weeks included), with public holidays by region, carry-over into the next year and expiry on a cut-off date. Opening balances can be imported when you switch.
Who can see sick notes?
Only those with the right to. In the calendar everyone else simply sees absent; notes, stand-ins and history additionally follow a person scope - own, department or all.
How does the time account work?
Overtime is recorded, approved and booked; taking it back runs as a request, like leave. Entries cannot be deleted, only reversed with a counter-entry - otherwise the account could never be reconciled. Payout is possible, and a floor for the negative balance can be set.
Do absences feed into utilisation?
Yes. Leave, sickness and overtime accrued or taken are part of the utilisation calculation and the team calendar.
What is the difference between attendance and time tracking on a ticket?
Attendance answers when somebody worked - clock-in, clock-out, target and actual. Time tracking on a ticket answers what they worked on, and is the basis for contract budgets and invoices. Both are separate modules with their own switch: a business can manage leave without anyone clocking in.
How are breaks recorded?
Not as a field of their own - the break is the gap between two blocks of presence. Someone who leaves at 12 and returns at 12:30 has taken 30 minutes without entering it anywhere. IDA points at the statutory limits or deducts them, depending on the setting.
Does recorded attendance move onto the time account automatically?
No, only when you click, after the month has ended - and then only the difference to what is already booked for that month. Otherwise the same hour would sit on the account twice after the second click.
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