Absence Chart

Purpose

The absence chart is used to create new absence requests or approve existing ones. It gives an overview of when other staff members are due to be on leave and can therefore be referenced before making the leave request. Managers can also use this view before approving the request to ensure it does not impact on departmental resources.

Operation

Booking an absence

2.This opens the Absence Requests page where you can make an absence request for this staff member.

Approving an absence

2.This opens the Approve Absence Request page where you can elect to either Approve or Reject the request.

Viewing a staff member's absences

Additional Information

A summary of the staff member's leave entitlement and what is currently remaining can be viewed above the absence chart. This Years figures are shown on the left, Next Years figures are shown on the right.

The following options are available under the View drop down:

All	Shows all staff you are allowed to see in the absence chart according to your access rights.
Group or Department	Shows all staff in the same resource group or department as you. You will only have one of these choices. The one you get is configured by your system administrator.
Approvals	Shows all staff who you can approve.
Peers	Shows all the other line managers for the staff who you can approve. This option allows you to check whether your peers are absent at the same time you wish to be. For example, if you are the first line manager for a member of staff, this option will show line managers 2, 3 and 4. This is repeated for all staff for whom you are one of the line managers.

The following options are available under the Include button:

Exclude Leavers	By default, leavers are included in the list. Click this option to exclude staff member’s who are marked as no longer employed.
Show Weekends	If this option is ticked, columns for Saturday and Sunday are included.
Show Working When Absent	When ticked this will place a ‘W’ in any absence days where there is a timecard attendance booking. This shows the staff member as working on a day which they are supposed to be absent.
My Absence Chart	With this option ticked you will see all the staff member’s who your line manager(s) can approve - generally the rest of your team.
Refresh on Load	If this option is ticked the absence chart is automatically populated when the user enters the Absence Chart screen. If a large number of staff are to be shown in the absence chart it may slow down the grid loading. When this is the case it is recommended that you remove the tick from this option. This will enable you to make appropriate filters in advance of the load.

Each absence is coloured so that the type of absence can be easily identified. There is a key at the bottom of the page explaining which colour denotes which absence.

Hovering the mouse over the absence shows a tool-tip showing the absence detail.