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See who's off charts

Chris Ayris
Updated
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This help guide will show you how to view the the absences for your organisation in a planner view using the Company and Team Who's Off Charts.

 

Contents

Overview

There are two types of Who's Off charts that provide a wall planner style view of absences for your organisation:

Company chart

  • This is designed for all employees to view as a simple 'who's in, who's out' view of the business, without displaying any reasons for absence:
    • Latest (left-hand) menu: Holidays & Absence > See Who’s Off - Company
    • Pre-2025 (top) menu:  My Company > Company Who’s Off

Team chart

  • This is designed for users with subordinate access (such as managers/HR users) as it can show (potentially sensitive) reasons for absence
    • Latest (left-hand) menu: Holidays & Absence > See Who’s Off - Manager Team View
    • Pre-2025 (top) menu:  Personal Data > Team Information > Team Who’s Off

The charts provide an easy to view reference point for employees booking, or managers verifying leave requests, to ascertain who is already absent at that time. 

When recording absence in the (Book & View) Time Off page there is a Who’s Off button which will provide a planner view of the team absence:

  • For employees the pop-up is linked to the Company Who's Off page, filtered on their Department
  • For managers/HR users the pop-up is linked to the Team Who’s Off page, filtered on their Department
     

Company who’s off

  • Go to the following area:
    • Latest (left-hand) menu: Holidays & Absence > See Who’s Off - Company
    • Pre-2025 (top) menu:  My Company > Company Who’s Off
  • The screen will display a planner view of the absences for employees in your organisation
  • The key at the bottom of the planner indicates what the colour blocks represent
  • The date range being viewed will automatically show a month ahead and can be changed using the date selector at the top of the screen, or enabling the Monthly View slider on the right to change to a calendar month
  • The list of visible employees can be filtered either by Name or by Department to limit the records in view as required
Note: The information that is visible and the corresponding colours can be changed as part of System Configuration (see final section). Absence Codes can optionally be displayed on the planners by setting the options accordingly.

 

Team Who’s Off

  • Go to the following area:
    • Latest (left-hand) menu: Holidays & Absence > See Who’s Off - Manager Team View
    • Pre-2025 (top) menu: Personal Data > Team Information > Team Who’s Off
  • The screen will display a planner view of the absences for subordinates you have access to
  • The key at the bottom of the planner indicates what the colour blocks represent
  • This chart shows reasons for absence so is a useful tool for managers and HR users to view more details about Team absence in a summary view.  
  • People in a Normal User role will only see their own record on this page. It's therefore recommended to give normal users access to the Company Who’s Off page to view colleagues’ non-sensitive absence records, rather than the Team Who’s Off page.
  • The date range being viewed will automatically show a month ahead and can be changed using the date selector at the top of the screen, or enabling the Monthly View slider on the right to change to a calendar month
  • The list of visible employees can be filtered either by Name or by Department to limit the records in view as required, or you can use the Subset button on the top right to improve search options, provided the User has access to the Subsets page
Note: The information that is visible and the corresponding colours can be changed as part of System Configuration (see final section). Absence Codes can optionally be displayed on the planners by setting the options accordingly.

 

System Configuration

  • There are some configuration options to change the display of the Who's Off Charts
  • You will need a System Administrator Licence to be able to access System > System Configuration > System Configuration
  • Filter the Group Name column, changing the first dropdown to 'Contains' and the second dropdown to 'Who's Off'
  • A number of options are displayed where you can click into them to change the colour on the charts
  • The Global Who's Off Date Left setting allows you to control how many days from today until date left should show, when someone leaves your organisation.  Setting the Value to 0 will show Date Left on the Chart the day after someone leaves, or you can set it to a positive number to show future leavers (e.g. 7 to show a week ahead). If you prefer to hide Date Left from the Charts completely you can set the Value to -1 and change its colour to white (code #ffffff)
Note: The information that is visible and the corresponding colours can be changed here. Absence Codes can optionally be displayed on the planners by setting the options accordingly in the code table.

 

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