Shift Lateness & Non-Attendance

Staff Savvy simplifies absence reporting by offering non-attendance and lateness flags. Users can create custom reasons, each associated with a unique, color-coded flag. Then, when viewing the shift schedule, you can easily attach these flags to shifts. Furthermore, these reasons can be linked to specific absence policies, ensuring that adding an attendance flag automatically generates an accurate absence record tailored to the staff member's contract and the associated absence policy.

The options are controlled under System > Absence & Breaks > Non-attendance Reasons.

You can create a non-attendance reason by clicking the Create Attendance Reason in the Actions Bar. For each reason, you can enter a title, the level (e.g. how severe the non-attendance was) along with choosing an icon. 

You can also choose whether you want the system to automatically add a ‘sickness’ or ‘suspended’ time entry for payment. This will match the planned shift and will go through to be authorised as normal. This is a very quick and basic way to pay all shifts marked as non-attendance due to sickness.

If you require more comprehensive management of sick payments, disable the Add Sickness Time Entry option and use the Add absence record automatically option on its own.

This option can still add time entries or pay items automatically. It can also link your non attendance reasons with your absence reasons (otherwise known as absence types). If absence policies are set up this will then link the absence up to any policies associated with the staff member's contract.

Creating Absence Reasons

So what are absence reasons?

Absence reasons cover the main reasons staff take absences. System reasons include sickness, training, maternity leave and more. However, you are also able to add your own custom absence reasons. 

Under absence type, if your absence reason relates to an Absence you will be able to link it to an absence policy. This helps link everything together in the system making reporting easy. 

Remember, you are able to edit your own absence reasons at any time but you cannot edit system reasons.

Absence Reason Categories

In addition to the absence reasons, you can add different categories within that absence reason to further break down all reasons for absence. For example, you might have different medical reasons for Sickness. This helps provide more detailed reporting.

Once you have created your non attendance reasons and linked them to any relevant absence reasons you can start using them for quick reporting whilst scheduling.

Managing attendance

You can view and add non attendance reasons in action on the Grid View page. The attendance flags appear after the lock icon, simply click the flag button to mark if someone has been absent, late or one of the other attendance options. 

Each flag colour denotes a certain attendance state.

• Green = Attended
• Blue = Arrived Late
• Yellow = Acceptable absence (i.e. personal/called ahead)
• Red = Unacceptable absence (i.e. did not call ahead/bad excuse)
• Black = Escalated unacceptable absence

Flags can be updated at any time via the Shift Management page in Grid View. 

For shifts in the past, you can also use the Actions button on the Manage Shifts Listings page to change to previous dates. Once you view the shifts on a specific date then you are able to change the flag. This is to allow any incorrect flags to be updated and staff records recalculated.