Access: Human resources > Absences
1Under Absences list, click on Add an absence.
2In the Absence definition screen, enter the necessary information under Description.
▪To add an item to a drop-down list, select "Add item" and complete the fields.
▪Completing the Expected return date or Next appointment date fields triggers a task. See Defining a customized task.
▪Adjusted number of lost days allows you to enter a value different from the one automatically calculated by the system for the number of days lost for all absence periods. This entry may be required if, for example, you made changes to an employee's schedule while they were absent.
▪If you have created customized fields associated with the Absences function, they will display under Description, Absence periods, Other fields or Notes.
Things to remember You can create customized fields in different formats (alphanumeric, numeric, checkboxes, date, and table of values) on the Customized field definition screen (Configuration > Business > Configuration > Customized fields). For more information on this subject, please refer to the procedures in the Creation of customized field section. |
3Under Absence periods, enter an absence period if needed then click 
here to display the steps. If not, go to the next step.
a)Click on Add. b)Enter the Start date of the absence period; the other fields are optional. ▪An absence can be associated with more than one absence period. For example, should an employee who just returned from an absence be absent again for reasons related to the initial absence. ▪Actual number of lost days is calculated according to the employee’s schedule if the company uses the Time Management solution and schedules. Otherwise, the number of days worked per week in the employee’s file is used to calculate lost days. The total number of days lost is also displayed for all absence periods. In rare cases where the person has more than one active job profile, the calculation is based on the number of days worked per week in the different job profiles, for a maximum of seven days. ▪Adjusted number of lost days, displayed under Description, allows you to enter a different number of lost days. ▪Absence duration is automatically calculated over a seven-day week from the Start date of the absence period to the End date or to the current date for an unspecified period. The duration displays for each absence period and for the overall duration of the absence. ▪Actual number of lost days and Absence duration calculations are only included in the Report generator if an end date is specified for an absence period. c) Check the Progressive return box if the employee is returning to work part-time without resuming their regular schedule. d) Enter the Start date and End date of the progressive return as needed. e) Enter additional information under Note. |
4Under Follow-up, enter a follow-up date if needed then click here to display the steps. If not, go to the next step.
a)Click on Add. b)Enter a Date then enter the other information. c)If you have defined a task on the Follow-up date, check the Task box to generate the task on the indicated date. See the Defining a customized task procedure. d)You can delete a follow-up by clicking on |
5View the Informations at the time of the absence to find out the employee’s situation at the start of the absence: position, division, schedule (if the Time Management solution is used), etc.
▪The information is gathered from active profiles at the time of the absence and cannot be modified.
Important If you change an ongoing schedule for an absent employee, the system will use the new schedule to calculate the Actual number of lost days. In this case, the work schedule under Informations at the time of the absence remains unchanged since it presents the employee's situation when the absence began. |
6Under Attached documents, you have the possibility to add a document. Click here for the procedure, or continue to the next step.
a)Click on Add. b)In the File to add window, click on Search, select your file, enter the description and click on OK. c)Under Category, select the follow-up category, if applicable. Note that the ‘’Confidential’’ category is only available if you have access rights. |
For more information on the subject, please refer to Attached documents management.
Things to remember ▪The maximum size accepted for a document is 10 MB. The business has access to unlimited storage space. ▪To view an attached document, click on the description’s hyperlink. ▪To modify the category, select the new category from the drop-down menu under Category. ▪Delete a document by clicking on the ▪If you have access to Attached documents, the Attached documents summary screen displays all of an employee's attached documents, regardless of the function used (Training, Performance review, Work injuries, etc.) (Human resources > Attached documents summary). See Viewing summary of attached documents. |
7Under Notes, enter additional information if needed.
8Click on Save to save and finish the procedure.
▪Under Creation and modification, the name of the user who created the absence and the creation date will display after saving.
For more information