Absence profile

Absence profile

The Absence profile shows your rostered days, worked hours and past and planned absences, in a calendar format, for a defined period of time.



You can access the Absence profile feature from the menu in the drop-down Header pane. It can also be accessed from the Menu and Shortcuts widgets which may be displayed on your Dashboard.

Your Absence profile for the current year will be displayed in a calendar format. For example:

Note: the current year might not be the calendar year but may be your company's financial year or some other variant.

In the default view for a year, each month is displayed as a row on the screen and the days are represented by numbered rectangles. Days with a light-blue background are working days and those with a white background are non-working days. Different types of absences are marked by their Absence codes, for example 'H' for Holiday. Worked hours are also marked by their Worked hour code, for example 'BH' for basic hours. Both codes are displayed as coloured blocks in the relevant days. 

Moving the cursor over a code reveals a tool-tip displaying the details of the absence or work code, for example:

If the day is part of a block of absence, i.e. covering several days, the tool-tip will include details for the entire block.

A part-day absence is shown with the Absence code and colour only in the appropriate part of the day. For example, a part day 'Early leaving' absence is shown for day 30 in the example below:

Any days with more than one absence will show all of the appropriate Absence codes and colours within the day, and details of the hours recorded for each will be displayed in the tool-tip.

If you wish to book an absence or to find out further information about the work hours or absences for a single day or over a certain date range, you can click and highlight the days and more details will appear in the right-hand pane. See Calendar details and Book absence for more details.

You are able to change the layout and what is displayed in the calendar using the options in the left-hand pane.

Note: your system administrator defines the Absence codes and Worked hour codes and so yours may be different from those displayed here.

Leave slots

Leave slots are an optional preference your system administrator can set to appear on the Absence profile. With leave slots switched on, only a certain amount of employees from a specific Group are allowed to be absent at a set period of time. The leave slot will appear in the top part of the day and is colour coded, for example if the leave slot is red, then all the slots have been filled and no more absences can be booked on that day. The following example only allows five employees at a time to be absent:

The holiday in the above example is booked for the 12th. If another employee from the same group tried to book the same day off, they would either be denied from doing so or warned that their request might be denied as there are no leave slots available.

Note: the amount of leave slots, colour code and restrictions on booking absences are defined by your system administrator and may be different from those displayed here.

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