Firstly, an Absence Reason should be created to account for non-working notice periods (eg. Garden Leave). Then, there are two ways of using this Absence Reason - From Schedule or Set To. Which one you choose will depend on whether or not the employee has scheduled shifts during the notice period.

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This guide will look at:

• Creating a Garden Leave Absence Reason
• Using the Garden Leave Absence Reason with ‘From Schedule’
• Using the Garden Leave Absence Reason with ‘Set To’

Creating a Garden Leave Absence Reason

1. Select ‘Rules’ from the Menu Bar.
2. Select ‘Absence Reasons’ from the Rules Tree.
3. Select ‘Create New’.
4. Set up the Absence Reason.

In our example, we have set the ‘Calculation Type’ to ‘From Schedule’. Selecting this Absence Reason will look to apply any scheduled hours to an employee’s Timesheet. If no schedule is found, no absence will be applied.

Adjust any other setting to meet your own requirements.

Using the Garden Leave Absence Reason with ‘From Schedule’

When to apply

If the employee uses the Rota and the Rota is already planned for the period of their Garden Leave, or if the employee has a Work Schedule.

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How to apply

1. In the employee’s Calendar, select ‘Options’.
2. Tick ‘Select Scheduled Days Only’.
3. Move the cursor to the first day of the Garden Leave.
4. Holding the left-click down, drag the cursor across to the last day of the Garden Leave.

5. Release the left-click - the ‘Add New Booking’ box appears.
6. In ‘Reason’, select the ‘Garden Leave’ Absence Reason. The ‘Operation’ should now show ‘From Schedule’.
7. Save & Close.

If you now navigate to the employee’s Timesheets for that period, ‘Garden Leave’ will show as the Absence Reason along with the expected hours for the scheduled shifts.

Using the Garden Leave Absence Reason with ‘Set To’

When to apply

If the employee uses the Rota but is not scheduled for the period of their Garden Leave, or if the employee does not use the Rota and does not have a Work Schedule.

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How to apply

1. In the employee’s Calendar, select ‘Options’.
2. Make sure ‘Select Scheduled Days Only’ is unticked.
3. In the Garden Leave period, select all the days that make up their typical working pattern. You may have to do this by using a combination of selecting one day at a time or selecting several days using the left-click and drag method.
4. With each selection, the ‘Add New Booking’ box appears.
5. In ‘Reason’, select the ‘Garden Leave’ Absence Reason. The ‘Operation’ should now show ‘From Schedule’.
6. Change ‘From Schedule’, as they don’t currently have one, to ‘Set To’.
7. Insert their typical working hours into ‘New Total’ (eg. 08:00).
8. Save & Close.
9. Repeat the process until all Garden Leave absences have been recorded.

If you now navigate to the employee’s Timesheets for that period, ‘Garden Leave’ will show as the Absence Reason on their typical working days, along with their typical working hours.

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