Absence Report

The absence report is available via the Absences tab under the staff member’s profile. From here, you can view any Absence Report. The absence report shows details of that staff members past and ongoing absences.

 Understanding the Absence Report

The absence report will show you all instances of absence and how they are processed within the policy phases. At the top of the page you will see a summary for that staff member - telling you the total number of absences and then a break down of this total by absence category. You are then able to review their absences in more detail by selecting a period to review (and the absence type if relevant) and you will see more information about a staff member's absences.

Details

If you have been sick for multiple days there will be a summary of all absences. This is also where you can add relevant documents, such as sick notes from doctors. You can edit absence the entire absence period here as well. 

Then underneath this, all those dates will be listed out individually so that you can edit them. Other information you have access to includes:

Absence type
This is the type of absence, such as Sickness, Maternity/Paternity, Training or Compassionate leave.

Duration 

Duration allows you to see how many days have been taken off (it also includes the hours). Part-day absences will be calculated and included automatically as well.

Entitlements 

Then under entitlements you can see which break policy this absence might apply to. It will also let you know if this absence is exempt from entitlements.  

You can also set a day as exempt from deductions, which will not be overridden by the system later. This can be done only after the absence has been submitted. This option will appear when you click to edit any of the day absences.  

Paid
This lets you know if the absence was paid or unpaid. Whether the absence was paid or not will depend on your absence policies.

Adding an Absence

From this page you can also quickly add an absence from the Actions menu. When adding this, you can manually set absences by the hour (rather than just days or half days)*. You can also manually set the length of the time the staff member was off and how much of a deduction should be reported. You can even specify the hour they left and the hour they returned.

You can specify how long the day is that the staff member was off for and how much of a deduction should then be reported. This can be manually input when editing an absence, which can be reached via a staff member’s profile, under their absence tab. From here click to go into the absence report and choose to edit the absence period.

Editing an Absence

You can also edit an absence from this page. This is helpful if there have been any details that have been entered incorrectly. There is also a button next to this that allows you to add any relevant documents here, that might support the absence such as a doctors note.

The absences will also automatically be used to calculate the staff member’s Bradford Factor.

*It is worth noting that if you prefer to round up absences, you can make adjustments in Global Settings under the Staff tab. Under absences, you can choose to round.