Absence Setup

This article will discuss the configuration required before you can begin to use the Absence system.

Setting Dropdowns

Go to Administration > Standard Values > Staff Values. The dropdown options you can configure are the following:

• Absence Status (Includes options for Bradford factor* and Holiday Entitlement)
• Absence Type
• Absence Certified Options
• Absence Codes
• Absence Reason

Set the values you need for these accordingly then they will be available in the associated dropdowns when recording an Absence.

*Bradford Factor: A means of measuring worker absenteeism using the Bradford Formula S2 x D = B, where: S indicates the total number of separate absences for the worker. D indicates the total number of days absence for the same individual. B indicates the Bradford Factor. 

Set Duration Type

This can be set across the system or specific to a staff record. The staff record will override the system wide setting if it has been set.

To set for system wide, go to Administration > Standard Values > Defaults > Site Settings, select the site and then go to Absence Duration Type field and set the duration type to either days or hours.

To set for a specific staff record, go to Staff Details > Personnel Tab > Holiday/Absence Section > Duration Override, then select the appropriate duration type required for the staff member.

This allows you to set whether the Organisation and/or Staff use Days or Hours by which to measure their Absence or Holiday.

Setting System Labels

Go to Administration > Standard Values > Defaults > System Labels, go to the staff tab and if required, set the custom labels for the following:

• Absence Status
• Absence Type
• Custom Staff Absence 1
• Custom Staff Absence 2
• Custom Staff Absence 3
• Custom Staff Absence 4
• Custom Staff Absence 5
• Custom Staff Absence 6
• Custom Staff Absence 7
• Custom Staff Absence 8
• Custom Staff Absence 9
• Custom Staff Absence 10

The custom staff absence fields are located in each individual absence day record under the Additional Info tab. These allow you to add any additional information that may be specific to your organisation.

Setting Security Permissions

Go to Security > Permissions, select a security group and add the Staff - Absence Manager permission which gives you access to the Absence Manager screen located under the staff module. This screen will allow overall control of Absences, return to work interviews and reports.

If you want to restrict the staff members a user can access in the Absence Manager screen or when adding an absence, then ensure the Staff - Absence: Job Managers and Staff - Cascading Staff Access - by Line Manager permissions is added in one of the security groups they are part of. This means they can only view the staff members they are set as job managers for in the staff job details section under their work tab.

Below are 3 more permissions you can set for creating/viewing Absences:

• Staff - Absence Basic View

            - This permission allows the user to view the absence widget on the main dashboard

• Staff - Absence View

            - This permission allows the user to view absence details and reports

• Staff - Absence Edit

            - This permission will allow the user to edit the absence details