Adding/Editing an Absence

This article will discuss the processes for adding and editing absences. After creating absences you will be able to update the existing absence if required.

Adding an Absence

There are 3 ways to access the add absence screen. To add an absence:

• From the absence manager screen, go to File > Add Absence.
• From the main dashboard, add the Staff - Absence widget > Options > Add Absence.
• From the staff details Personnel tab > Absence/Holiday section > Add/Edit Absence.

The staff list on the left-hand side is where you select the Staff related to the Absence. The list displayed is controlled by the filters and whether the user logged in has the Staff - Absence: Job Managers permission. If they are part of a security group that contains this permission, then they will only see the staff members they are set as the Job Manager for. The job manager is set within the staff job details section within the staff details Work tab. 

The panel Absence Days Within Last Week is simply to show any absences set within the last week. There is an option to view the absence header information which gives the ability to add to or edit an ongoing absence.

The Absence Header Details panel is where the main details for the absence are entered. The Open Absence option means an end date is not required and you don't need to add an absence day i.e. you will complete this Absence header when they return as you are unsure when that will be.

The Notifications panel provides options for notifications of the absence:

• Notify Absentee will notify the absence staff member
• Notify Rota Manager will notify any rota managers set in the system. This is determined by a checkbox in the staff details work tab.
• Notify Line Manager will notify the absence staff member's line manager.
• Notify Other Staff will notify any staff members set from the Notifications options in the Absence Manager screen.

The Absence Days panel is where you add the actual dates and hours the staff member will be/has been absent. 

Tip
The system will show day or hour options depending on the absence duration type set within the site settings

For the day options, you can select the part of the day, set a start and end time.

For the hour options, you can enter the break hours, set the start and end time which will take into account the break hours set.

Tip
Shift patterns make it easier for adding absences in bulk. For more information, please see the article for Shift Pattern Setup

You can either add absences manually or use shift patterns from the date range set. If required, you can add specific notes to each day using the detail textboxes or the additional information tab. The Custom Staff Absence labels are in this tab, which you can change in Standard Values to assign your own fields for recording information against Absence. 

The Documents panel allows you to add any documents such as a doctor's note. If the document requires an expiry date, then select the option for expiry note and enter a date. When the note has expired, it will appear on the main dashboard Staff – Expired Fit Notes widget. 

Confirm all details entered and then click on Save to create the absence. A window will appear to view the absence added or it will provide any information on potential clashes.

Editing an Absence

Absences can be edited in the absence header screen.

• From the absence manager screen, select a staff member > Absence tab > Options button > Go to Absence Header.

- When turning the open absence option off from being on, you will be prompted to add all the absence days based on dates set. You can also use shift patterns for this.

• From the main dashboard, add the Staff - Absence widget, then use the edit button for an absence listed.
• From the staff details Personnel tab > Absence/Holiday section > View/Edit Staff Absence > Edit Absence Header option.

These options will take you to the absence header screen where you edit the same panels shown in the add absence screen.

• Absence header details
• Absence notifications
• Absence days
• Absence documents

You can also delete the absence header from this screen.