Absence Tracking

Absence Tracking

Absence tracking allows managing your organisation's time ­off and absence policies through automation, visibility, and intuitive self­-service.
Periodic absence tracking calendar must exist in the system to track absences by type

 Go to Menu - Tracking - Absence Tracking



Create New Calendar

      Click on  icon to create new calendar



            Description - Provide description for the calendar
            From and To Date - This can be weekly, monthly, yearly or custom date range depending on the requirements.
            Locked switch - Turn on if no further editing is allowed. Usually done for previous years.
            Read/Write switch - Usually active for the current period
            View Only switch - turn on for previous years
            Format - Calendar and tracking of absence can be set either by days or by HH:MM
            Display in Absence - Option to display balance in Absence Request screen for individual employees

      Next User will need to allocate Absence Type to the calendar.

      Go to Menu - Tracking and then Absence Allocation.

      Select the calendar from drop down list and assign relevant absence type and the employees

      
If absence type is missing from available list, then absence must be created first within Menu - Work Rules - Absences
      Go back to Absence Tracking Calendar screen and click on   icon against the relevant item to view the details.



        icon allows filtering data on screen
         icon allows printing information to PDF
        icon allows printing information to Excel
       icon allows filtering employees on the selected list 
       icon allows updating data globally 

       
       icon against the employee, if clicked, it will display the detailed absence of an employee


      
      Balance Columns:
            Balance B/F - displays information that was brought forward from period/year
            Current Quota - current quota of the period/year
            Adjustments - Allows user to add or reduce the absence amount of the period/year
            Requested - Display the amount of absence requested from Employee Self service - Absence Request
            Planned - displays the amount of absence booked and approved for future dates
            Taken - displays the amount of absence booked, approved and taken till date
            Balance - displays the absence balance till date (excluding planned)
            Diff column - display the difference in balance (including planned)

Duplicate Absence Tracking Calendar

      Click on   icon to duplicate existing calendar

      When duplicating, system will give 3 choices



      Duplicate with current quota - copies only the existing individual current quota for next period
      Duplicate with Outstanding Balance - copies only outstanding balance into Balance B/F columns for individual employee for next period
      Duplicate with current Quota and outstanding Balance - Copies both existing current quota and outstanding balance for individual employee for the next period.

      Additionally, when duplicating with outstanding balance, user has additional choice to limit the no of days/hours when caring forward for next period


Viewing/Editing balance data

Depending on the user access level, when viewing the data, user has the option to edit existing information including notes and click "Save and Calculate" button to update 


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