The Calendar allows you to see an employee’s holiday year at a glance, showing confirmed absences as well as any requests that are pending or have been refused. The employee’s schedule and holiday balances can also be viewed.
This guide will look at:
Simply adjust these to suit your required view. The Calendar may look different if your holiday year doesn’t start on the 1st January.
Select the absences that you wish to show in the Calendar.
Choose whether you want to view the employee’s schedule as part of the Calendar or just see their absences. Even with ‘Show Schedule’ unticked, you can still see which days the employee is working or not by the black and red numbers. Notice in the two examples below how the absences are highlighted differently.
Select Scheduled Days Only
When ticked, absences can only be booked on days where the employee is working.
A quick reference to which kind of absences can currently be seen in the Calendar.
This shows a list of all absence requests, made by the employee, that are pending, granted or have been refused. Absences that are not requested by the employee, but are booked directly into the Calendar by a User, will not show in this list.
This shows an overview of the employee’s holiday balances. Depending on your system setup, you may see one or more Leave Channels (ie, Personal, Public, Lieu etc).
There is also a breakdown of how many sick days the employee has taken.
This button allows you to print a hard copy of the Calendar.
These buttons are shortcuts to the employee’s Timesheet and Employee Record.
Single block of colour
Single confirmed absence (eg. Bank Holiday)
White diagonal stripes
Absence request pending (eg. holiday)
Red diagonal stripes
Absence request refused (eg. holiday)
Multiple blocks of colour
Multiple confirmed absences (eg. a half-day holiday and a training session)
Combination of blocks of colour and diagonal stripes
Mix of confirmed absences and pending or refused absence requests (eg. a training session and a company meeting confirmed with a half-day holiday request pending).
The absences appear in order of when they were booked or requested, not in the order that they will necessarily be taken.
Hovering over a day with an absence will show you the details of the requests / bookings, as well as any shifts that the employee is due to work.
As previously mentioned, hovering over your newly-created absence in the Calendar will show you the details.
If you wish to add a second absence on the same day:
Use this method to book an absence that spans more than a day (ie. long term sickness).
* If there are more than one absences or requests on the same day, go to ‘Absences In Range’ and make sure that you choose the required request before selecting ‘Grant/Refuse’.
In the instance where you have already granted or refused a request, a change of mind can easily be rectified by using the ‘Reinstate Request’ option.
* If there are more than one absences on the same day, go to ‘Absences In Range’ and make sure that you choose the required absence before selecting ‘Reinstate Request’.
The request will now show as pending again in the Calendar.
* If there are more than one absences or requests on the same day, go to ‘Absences In Range’ and make sure that you choose the required absence before selecting ‘Delete Selected Absence(s)’
You cannot delete a pending absence request.
Even if you are granting and refusing requests or booking absences within the Calendar, it is good practice to use the Availability Screen as a reference point, so that you can see any potential conflicts with other team members.
There are several ways in which you can record a sickness absence. This guide will look at each of these in turn.
Use Absence Profiles to assign the same set of Absences (Bank Holidays, Company Shutdown etc) to groups of employees.
Action holiday requests from your team.