HR

Step-by-step guide

This guide will show you how absences can be classified into a variety of types, eg maternity, sickness, holiday, parental etc in the Absence Codes table.

For detailed guidance on this area please visit the e-learning in our learning Academy (licence required).

Contents

• To view Absence Codes
• To create an Absence Code
• To delete an Absence Code
  
  

To view Absence Codes

• Go to the following area:
  • Latest (left-hand) menu: Data Management > Code Tables
  • Pre 2025 (top) menu: System > System Administration > Code Tables
• From the Group choose Absence and then select Absence Codes
• The screen will display all the existing codes

To create an Absence Code

• Go to the following area:
  • Latest (left-hand) menu: Data Management > Code Tables
  • Pre 2025 (top) menu:  System > System Administration > Code Tables
• From the Group choose Absence and then select the Absence Codes table
• Click Insert New Record
• Enter the Code and add a Description. The description will be selectable when entering a time off absence record
• You will then need to determine which of the options should be selected
• Click Update

Sliders denote whether time off recorded against the code is to be counted as absence, maternity or lateness

Sliders to denote whether time off recorded against the code is to be counted as sick or holiday
and whether it is to be visible on the Absence Planner. If the Holiday? slider is on then absences
will be deducted from the holiday entitlement

Colour – select the colour that you would like absences of that type to be displayed on the
Absence Planner

Is the absence Parental?

Absence codes which have the Return to Work Interview? slider set will enable the Return to Work tab on the time off page. This will enable a record to be made of any conversation that occurs post absence. This can only be completed by HR or the line manager.

Absences that are marked as Unauthorised will be summed and viewable on an employee basis on the Absence Summary Totals.

If the Include in Absence Totals slider is on the absence will be counted and included in the Absence Summary Totals.

If the On Global Who’s Off? Slider is on the absence, without details, will be visible on the Company Who's off global absence chart

Here you can choose whether employees can select this absence code or not:

• HR only - only HR can add and see it on the employee’s record
• Read only, except HR - an employee could see it but only HR could add it
• No restrictions - employees can select the absence code via and assign it to
  their own record
• Default Absence Code - Used to designate the default absence code for self
  service
• On Whos Off? - Determines absence visibility on the Team Who’s Off
• Timesheet Working Activity? - Used in conjunction with Ciphr Timesheets to denote
  that the absence should be marked as working time

To delete an Absence Code

• Go to the following area:
  • Latest (left-hand) menu: Data Management > Code Tables
  • Pre 2025 (top) menu:  System > System Administration > Code Tables
• From the Group choose Absence and then select the Absence Codes table
• Click on the code that is to be deleted
• Click Delete