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Version: 1.2.1

Absence Schedule

HR staff and line managers can track employee absences on the portal. The Absence Schedule helps monitor absences and manage vacation overlap to avoid staff shortages.

tip

Roles required:

  • employees can view their own absences and those of their colleagues.
  • managers can view their own absences and those of their subordinates.
  • hrm_agent and hrm_supervisor can view the schedule across all organizational units.

View the schedule in the agent interface​

Navigate to Human Resource Management → My Unit Absence Schedule to view your organizational unit's absence schedule.

Alternatively, navigate to Human Resource Management → Company Absence Schedule to view the absence schedule for the entire company.

The absence schedule includes only employee records with the Active checkbox selected.

View the schedule on the service portal​

Read more on how to view the absence schedule on the service portal in the Service Portal – Absence Schedule.

The schedule is displayed in the form of a monthly or weekly calendar. To switch the view, click in the upper-right corner and select Month or Week. To switch between periods, use the and navigation arrows in the upper-left corner. You can always switch back to the current date by clicking Today to the right of the navigation arrows.

To track the absences of a specific organizational unit, you can pin its schedule to the top of the page. To do so, hover the pointer over the unit's name and click the icon that appears next to it.

You can also go to an employee's page by clicking their name in the employee list.

Filter absences​

You can filter the Absence Schedule data by units. To do this, follow these steps:

  1. Click in the upper-right corner.
  2. Expand the Units dropdown list by clicking and select the checkboxes next to the units you need to keep track of.
  3. Click again to collapse the list and click Apply.

You can also filter the displayed information by one or multiple employees. To do this, follow these steps:

  1. Click in the upper-right corner.
  2. Start typing the first or last name of the employee you need to filter by in the Employees field and select the corresponding option from the list of suggestions. You can also click and select one or multiple employees in the window that opens.
  3. Click Apply.

Monitor absence overlaps​

In addition to its other features, the HRMS Absence Schedule helps organize planned absences to avoid their overlap. An overlap is a day on which two or more employees of the same unit are on vacation or absent for another reason.

You can view the color-coded reasons for absence on the right above the calendar. Move the pointer over the color-coded line next to an employee's name to view the reason for and duration of their absence.

The following user roles can view overlaps:

  • HR agents can view the schedule with the overlaps for the entire company.
  • Managers can view the schedule with the overlaps for their units.
  • Regular employees can view the overlaps only when filling in their Absence Schedule.