This function is useful when entering a day such as a Bank Holiday, when all employees may be absent, or a training day which affects a particular group of employees.
Select Planned absence for range from the Mass change menu, and the following form will appear:
Add a planned absence
When adding a new absence, ensure that the Add radio button is selected.
Select the required Absence code from the drop-down list, and enter the start and end dates of the absence. Tick the Part-day abs. button if applicable, and you will be able to use the same Part day absence form used when entering an absence for an individual.
If the day's work rules are to be different to those of a normal day, tick the Make special day box. You are then able to select a code from the list of all the special days that have previously been set up.
Tick the Apply to group(s) box if you wish the planned absence to be automatically added for any employees who join the system in between the current date and the date of the absence, provided they are within the range selected. The absence will also be added to employees who move to new areas of work where the absences may/may not apply.
Click Apply, and you will see the Select range form, which allows you to select the employees who are to be absent (see page 25). Complete this form, and the planned absence will be added to the system.
If you have selected the Apply to group(s) option the following form should be displayed when you click Apply:
You are required to select the group type for the absence to be applied to. Click OK and the following form should be displayed:
Valid groups can be selected on this form. This list will then be used to apply the General absences to the individual employees. In this way new starters and employee who move between different areas in the business will pick up the absences associated with their areas at the time.
Those absences added as group absences, with the box checked, will still appear on the employee’s planned absence list where they apply to the employee. However they will be highlighted (blue) and will only be read within this option:
In the example above, the bottom row is a general absence included using the new method. This absence is shaded darkly and cannot be edited. The other absences only apply to this employee; the first two are in the past (lightly shaded background) whilst the third is in the future. The checking applied to this list for overlapping absences only takes into account the personal planned absences and does not include any general absences. This checking will be performed later.
Maintain general absences
This option allows you to alter or delete any general absences created through the Apply to group(s) function on the Planned absence for range form.
Select Maintain general absences from the System menu. A form similar to the following should be displayed:
To modify a general absence, click on the appropriate grid in the above table and then click the Modify button. A form similar to the following should be displayed:
Click the Selection button to the list of groups for the general absence to be modified if required.
Remove a planned absence
To remove a planned absence that has previously been entered, tick the 'Remove' box instead of 'Add'. Select the same absence code and dates as for the original absence, and click Apply.
Then, on the Select range form, pick the range of employees to remove the absence from. To remove the absence from all employees, pick the same range as was originally selected when adding the absence.
To remove the planned absence from some employees, while retaining it for others, use this form to select only the employees to be removed. For example, if an absence was originally entered for all, but one department will not be absent, select just this department on the Select range form. The absence will still apply to the employees in the other departments.