Holidays and Absences

Holidays and Absence are managed through the Holiday and Absence Screen. Here you can define absence codes, and add, amend or remove absences for Employees 

In this article

• Entering Holiday Entitlement 
• Booking Absences through the Time & Attendance Screen
• Booking Absences through the Holiday & Leave Screen
• Amending and Deleting Booked Absences 

Entering Holiday Entitlement 

Employee's holiday entitlement can be entered in two ways, both accessible through the  Employees Screen:

1) Holiday entitlement can be entered for an individual employee using the 'Confidential' tab on the employee's record. 

2) Holiday entitlement for all employees can be accessed and amended using the 'sun' icon on the lower toolbar. 

Booking Absences through the Time & Attendance Screen

If the status for an employee on any given day shows as 'Absent' then the employee did not make any Clockings on that day. If you'd like to specify a reason for the absence, click directly on the 'Absent' status box to highlight it, then right click and choose Book Absence from the popup menu. 

This will display the Holiday and Leave Screen, defaulting to the employee and date that you are dealing with. 

The reason for the absence can be selected from the 'Type of Absence' drop-down menu. You can also specify whether the absence is to be paid, and at what rate. 

If you have assigned the employee to a specific Shift, the 'Use Day Rules' option will allocate the corresponding number of  paid absence hours to the day in question. For example; if the employee's shift specifies 8 working hours, the Use Day Rules option would allocate 8 hours of absence. 

If you wish to specify the number of hours yourself, check the 'Specify' box and enter the total number of hours to be paid into the first box in four digit format. Do not enter a value in the second box unless a portion of these absence hours are to be paid at overtime rate. In the example below, 8 hours would be paid at standard rate.

You can also specify whether the absence should reduce the employee's accrued holiday, mark the absence as a 'Half day', and choose whether time off should be included in overtime calculations for the week. 

If you'd like to book absences for more than a single day, use the calendar options on the lower right side of the screen. If you're booking absence on a Saturday or Sunday, be sure to check the 'Include Weekends' box. 

Once all details are correct, click the 'Book Absence' Icon on the lower toolbar. 

Close the Holiday and Leave screen and and return to the Time & Attendance Screen. The 'Absent' status will have updated with specified absence code, and hours to pay (where applicable).

Booking Absences through the Holiday and Leave Screen

Absences can also be booked by going directly to the Holiday and Leave Screen, accessible through the 'Sun' icon on the top toolbar. 

The appropriate Absence Code can be selected from the 'Type of Absence' drop-down menu. You can also specify whether the absence is to be paid, and at what rate. 

If you have assigned the employee to a specific Shift, the 'Use Day Rules' option will allocate the corresponding number of paid absence hours to the day in question. For example; if the employee's shift specifies 8 working hours, the Use Day Rules option would allocate 8 hours of absence. 

If you wish to specify the number of hours yourself, check the 'Specify' box and enter the  total number of hours to be paid into the first box in four digit format. Do not enter a value in the second box unless a portion of these absence hours are to be paid at overtime rate. In the example below, 8 hours would be paid at standard rate.

You can also specify whether the absence should reduce the employee's accrued holiday, mark the absence as a 'Half day', and choose whether time off should be included in overtime calculations for the week. 

If you'd like to book absences for more than a single day, use the calendar options on the lower right side of the screen. If you're booking holidays on a Saturday or Sunday, be sure to check the 'Include Weekends' box. 

Once all details are correct, click the 'Book Absence' Icon on the  lower toolbar. 

Amending and Deleting Booked Absences

Booked Holidays and Absences can be reviewed in the 'Edit' tab. Absences after a specified date will be shown. To change this date, use the 'Display Absences After' option in the lower part of the screen. 

If you wish to delete an absence, click in the box to the left of the corresponding date. This will highlight the absence record. If you wish to highlight multiple absences at once, hold the Ctrl key on your keyboard and click on the boxes to the left of the corresponding dates. 

You can then delete the absence(s) using the delete icon on the lower toolbar. 

Back to the Top