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Absence Calendar/Planner

Kohini
Updated

HR

Step-by-step guide

The Absence Planner provides a useful calendar view of absences and a Quick Entry feature to
enter/request absence (subject to security permissions).

Contents

Navigating in the Absence Calendar/Planner

  • Navigate to
    • Latest (left-hand) menu: Holidays & Absence > Absence Calendar
    • Pre 2025 (top) menu: Personal Data > Time Management > Absence Planner
  • A calendar will show the employee's absence record in the period being viewed (default view is their Holiday Year period). Non-working days and Public Holidays will show in grey
  • Use the forward and back buttons or the dropdown options to select the year and the number of months that you wish to view.
  • Hover over an absence in the Absence Planner to show the absence details.
  • See a snapshot of the Holiday Entitlement and usage for that employee as at Today and for the year as a whole in the Absence Summary side bar.
Note:  The Absence Summary sidebar also appears on the Book & View Time Off page.
  • Use the Filters to display just the absence types that you wish to view on the planner.
  • Absence Codes displays the key for the data you are viewing.
Note:  Visibility of which codes display is configured in the Code Table. For more details on Absence Codes please see the related help guide.

 

Quick Entry Absence

  • Click on the start date of the absence in the calendar
  • Amend the end date if the absence is more than one day
  • The date range will be highlighted on the calendar view and you will be able to select the relevant Absence Type
  • The Start and End of the absence can be recorded as a half day using the Half Shift sliders on the right hand side
  • Alternatively you can click the Advanced button to view each day within the absence period in line with the Work Pattern
  • An HR User can modify the Start, End and Break times as required
  • Employees/Managers will only be able to amend the times at the start/end of the absence (with the exception of the CIPHRFLEXI Work Pattern). Once amendments have been made click the clock sign to recalculate the hours
  • Click Submit to save the absence
  • If you subsequently need to amend the absence this is not possible via the Absence Calendar and must be updated in the Book & View Time Off page
Notes:  
  • The Absence Calendar Verification permissions are controlled by the Book & View Time Off page so will match whatever setting has been applied.
  • The default Absence Type will always be presented first which can then be amended
  • The list of absences available to select is controlled by the Restriction on the Absence Code. These parameters are set up in the Absence Code Table.

 

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