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Scheduling & Absence

Absence Tracking

Absence tracking allows managing your organisation's time off and absence policies through automation, visibility, and intuitive self-service.

Periodic absence tracking calendar must exist in the system to track absences by type

Go to Menu - Tracking - Absence Tracking

Create New Calendar

Click on icon to create new calendar

  • Description - Provide description for the calendar
  • From and To Date - This can be weekly, monthly, yearly or custom date range depending on the requirements.
  • Locked switch - Turn on if no further editing is allowed. Usually done for previous years.
  • Read/Write switch - Usually active for the current period
  • View Only switch - turn on for previous years
  • Format - Calendar and tracking of absence can be set either by days or by HH:MM
  • Display in Absence - Option to display balance in Absence Request screen for individual employees

Next User will need to allocate Absence Type to the calendar. Go to Menu - Tracking and then Absence Allocation. Select the calendar from drop down list and assign relevant absence type and the employees

If absence type is missing from available list, then absence must be created first within Menu - Work Rules - Absences

Go back to Absence Tracking Calendar screen and click on icon against the relevant item to view the details.

  • icon allows filtering data on screen
  • icon allows printing information to PDF
  • icon allows printing information to Excel
  • icon allows filtering employees on the selected list
  • icon allows updating data globally
  • icon against the employee, if clicked, it will display the detailed absence of an employee

Balance Columns:

  • Balance B/F - displays information that was brought forward from period/year
  • Current Quota - current quota of the period/year
  • Adjustments - Allows user to add or reduce the absence amount of the period/year
  • Requested - Display the amount of absence requested from Employee Self service - Absence Request
  • Planned - displays the amount of absence booked and approved for future dates
  • Taken - displays the amount of absence booked, approved and taken till date
  • Balance - displays the absence balance till date (excluding planned)
  • Diff column - display the difference in balance (including planned)

Duplicate Absence Tracking Calendar

Click on icon to duplicate existing calendar

When duplicating, system will give 3 choices

  • Duplicate with current quota - copies only the existing individual current quota for next period
  • Duplicate with Outstanding Balance - copies only outstanding balance into Balance B/F columns for individual employee for next period
  • Duplicate with current Quota and outstanding Balance - Copies both existing current quota and outstanding balance for individual employee for the next period.

Additionally, when duplicating with outstanding balance, user has additional choice to limit the no of days/hours when caring forward for next period

Viewing/Editing balance data

Depending on the user access level, when viewing the data, user has the option to edit existing information including notes and click "Save and Calculate" button to update