Absence Management Settings

How to navigate and customise your Absence Management system?

Managing employee absences efficiently is important for any organisation. To make this process smoother, understanding and configuring your Absence Management settings this guide will provide essential settings and options, simplifying the oversight of tasks associated with employee absences in the company.

To get started, log in to your organisation’s Absence Management system using your credentials. Once you’ve successfully logged in, follow the steps below:

Access the Settings section

Look for the “Settings” in the “Absence” menu. Click on it to access your absence settings. Within the settings menu follow these steps:

1. Working schedule  

Here, you will see the two key options: “User Working Schedule” and “Monday to Friday.” These settings provide flexibility in absence management, aligning the system with the company’s working schedule.

There is two options, where :

1.1 User working schedule: This option calculates an employee’s working days for absence based on their specific working schedule as defined in their employment details. It considers the days and hours they are normally scheduled to work. For instance, if an employee’s typical work schedule is Monday and Tuesday, 9 AM to 5 PM, this setting ensures that absence calculations align with their individual schedule and PTO is deducted only for absences that fall on the days the employee is working.

1.2 Monday to Friday: This setting treats Monday to Friday as the standard working days for absence calculations, regardless of individual employee schedules. In other words, it simplifies the calculation process by disregarding the unique working hours and days of each employee. This can be particularly useful in scenarios where most employees follow a standard Monday to Friday working week.

Save Changes: After making your selection, do not forget to save the changes by clicking on a ‘Save’ button.

2. Absence types  

Absence Types are used to categorise different types of employee absences, such as sick leave, unpaid leave, maternity, etc. Creating and customising Absence Types helps you maintain records and ensures that your absence management system aligns with your company’s unique policies.

How to create new absence type

1: Accessing Absence Management settings Assuming you are already logged in, navigate to the “Settings” and select the “Absence Type” section.

2: Creating a new type Look for the “+” button and click on it. This action will open a modal window for creating a new Absence Type.

3: Absence Type details Complete the necessary fields:

3.1 Name: Provide a clear name for your Absence Type. For example, “Sick Leave” or “Unpaid leave”.

3.2 Approval: Choose between ‘Manual’ or ‘Auto’ approval for this absence type: ‘Manual’ requires administrator approval, while ‘Auto’ will be approved automatically when an employee submits their request.

3.3 Description: A brief description of the Absence Type should concisely outline the reasons and criteria for this specific absence category.

3.4 Deducts from PTO: Select this option if the absence days taken by the employee should be deducted from their Paid Time Off (PTO).

3.5 Hide from calendar: In this step, you have the option to keep certain absences, such as medical leave, confidential by hiding them from the company calendar. These will still be visible to approvers and managers, but hidden for all other employees of the company.

3.6 Colour code: Assign a unique colour to make it easy to spot different absence categories on calendars and reports.

4: Save your Absence Type When ready click on the ‘Save’ button in the modal window.

Benefits of Absence Types

• Accurate Tracking: By categorising absences, you can easily track and analyse different types of employee leave, enabling better resource planning.
• Policy Alignment: Customise your absence management system to align with your company’s specific policies and procedures, ensuring compliance and fairness.
• Visual Clarity: The use of different colours and categorisations enhances visual clarity, making it easier to identify and manage different absence types on calendars and reports.

3. Non-working days  

Managing public holidays and non-working days is a crucial part of any absence management. With the right absence management settings, you can simplify the process of accounting for public holidays, ensuring they do not count against your employees paid time off (PTO).

You can add non working days in two ways:

Manually  

Adding public holidays manually allows you to customise the list according to your specific needs, ensuring all relevant holidays are accounted for.

• Enter the date of the public holiday.
• Provide a brief description of the holiday (e.g., Christmas, New Year’s Day).
• Click on the “SAVE” button to confirm

Public Holidays  

Alternatively, you can save time and effort by importing public holidays for a specific country.

• Click on the “GET PUBLIC HOLIDAYS” button.
• A new modal window will appear, allowing you to select the year and country that you wish to import public holidays for.
• Use location language allows you to translate the public holidays to the local language of the selected country. If this option is selected, all public holidays will be translated. If you don’t want to use translation please deselect this option. The default language used when importing public holidays is English.
• Once imported, the system will display all public holidays for the selected year and country on the left side of the window, allowing you to review, edit, or delete records before saving them.
• Click “SAVE” to add these non working days to your company calendar.

These settings will accurately reflect non-working days according to your company’s requirements, making absence planning easy and visible for both employees and administrators.

Conclusion:

• Adapting the system to match your company’s working schedule, whether individual or following a standard Monday to Friday working week.
• Categorising and managing different absence types for accurate tracking and policy alignment.
• Managing public holidays efficiently, preventing them from affecting your employees paid time off (PTO).

FAQ