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Absence calendar

Kohini
Updated
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The Absence Calendar provides a useful planner view of absences during the holiday year and a Quick Entry feature to enter/request absence (subject to security permissions). To cancel or amend an existing absence, please go to the Book & view time off page.

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Contents

Navigating in the absence calendar

  • Navigate to Holidays & Absence > Absence Calendar
  • A calendar will show an overview of absence 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 calendar to show the absence details.
  • See a snapshot of the Holiday Entitlement and usage as of today (subject to configuration) and for the year as a whole in the Absence Summary sidebar.
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 calendar.
  • 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 linked 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 with no set hours (on a CIPHRFLEXI work pattern) should enter the hours they were due to work so the correct amount of absence is recorded. 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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