Absence calendar error message

"Error message when trying to view absence calendar page"

"Absence Calendar error"

"Error when inserting on absence calendar"

"Absence planner error"

Query

An error message appears when trying to view or insert an absence on the Absence Calendar page.

Answer

Errors on the Absence Calendar (previously known as "Absence Planner") are usually driven by gaps or missing data in the employee's Job and Pay history, Work Pattern, Absence Summary, or Personal Details. An HR user with appropriate permissions can review each area below.

How to fix it

1 - Check the employee's Job and Pay history

Check the employee's Job and Pay summary record to ensure there are no gaps in the history and records follow chronologically, for example ensuring there are no records that end on the same date but start on different dates.

Go to Job, Pay & Reward > Job and Pay and view the summary list "From" and "To" dates on the landing screen.

2 - Check Work Pattern and Department

Work Pattern and Department are both fields included in any time off record, so it's important these are stored correctly against the employee.

Go to Job, Pay & Reward > Job and Pay and ensure the Department and Work Pattern fields are set appropriately.

3 - Check the Work Pattern configuration

Check the work pattern assigned to the employee has been configured correctly, ensuring Shift Hours and Average Weekly Hours are populated.

Go to Data Management > Code Tables > Job and Pay – Work Patterns and filter the page to the work pattern assigned to the employee.

Once filtered, check the Average Weekly Hours. If this is incorrect, click into the work pattern and select the Work Pattern Shifts tab.

Click the Shift Hours field for each row of data in the grid, then click away. This recalculates the hours and should also recalculate the Average Weekly Hours. Once complete, click Save Changes.

Then click the Work Pattern Details tab and click Update to complete the process.

4 - Check the Absence Summary

The Absence Summary page holds fields such as Holiday Entitlement, Holiday Year and Absence Year. These all affect the Absence Calendar and Time Off pages, so must be populated.

Go to Holidays & Absence > Absence Summary, search for the employee, and ensure Holiday Entitlement, Holiday Year and Absence Year are populated. Click the Change buttons to make any amendments.

5 - Test with a new absence

Once the checks above are complete, go to Holidays & Absence > Book & View Time Off and insert a new absence for the employee. This confirms the functionality is working and forces Holiday Left and Holiday Taken to recalculate. The absence can then be deleted if not required.

You can also test by inserting a new absence via Holidays & Absence > Absence Calendar, using Quick Entry by clicking on the required date to open the screen.

6 - Check the employee's Start Date

Go to Personal > Personal Details > Employment Details tab and ensure the Start Date field is populated. This is required so the page can calculate how many days the employee has taken and has left.

7 - Check the employee's Sex/Gender field

We also recommend filling in the employee's Sex/Gender field. This is a requirement if the employee is on Maternity or Paternity leave.

Go to Personal > Personal Details > Equal Opportunities tab > Sex.

Add link to: Absence not appearing on Absence Calendar (that article's Personal Details / Sex field note should point back here).

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