Admins and managers can manage the absence calendar through using filters to show more specific groups of users
The filters include:
- Predefined (your direct reports and manager, your direct reports, manager, and peers, your direct and indirect reports)
- Users
- Teams
- Locations
- Direct reports of
- Absence type
- Status
- Lifecycle status
Viewing absence balance
As an employee, it is important to keep track of the balances of your remaining absences based on the policies assigned to you. To easily view these remaining balances, click on "Your Profile"> Absences. Here you will find all the policies assigned to you. Within each policy, you will see the following properties depending on the type of policy:
- Carryover user/granted
- Main balance used/granted
- Planned for the future
- Remaining balance
Furthermore, if you would like to see more details on the activity within those policies, simply click on the policy to get more detailed information including the balance, activity, and policy assignment.
Employees can also see an overview of the total absence information within the Absence module itself. Go to Absence > click on your name within the calendar, and a pop-up will outline all the properties for each absence type. If you would like to view different balances, change the absence type selection to view the calculations and balances for different absence policies.
In order to maintain compliance with company policies and be able to plan capacity, it is crucial for admins and managers to have access to the absence balances for specific users. Admins and absence module admins can view the balances for all employees while managers can view the balances for their direct reports through the absence module calendar view.
If admins would like to view the absences through the calendar view of a specific employee, they can click "open calendar" through the absence tab in the employee's profile, to view a filtered list of the calendar view of that employee.
Adjust & recalculate absence balance
When changes are made to an employee's absence policy, the system will automatically recalculate the absence balances within a few minutes. However, admins also have the ability to adjust and recalculate employees' absence balances. If changes were made to an employee's absence policy and the changes are not immediately reflected as necessary, admins can make these changes by navigating to the Absence module > click the employee's name in the calendar view > click 'Recalculate'. If changes were made to multiple policies for user(s), this recalculation will update the balances for the users.
Similarly, if a manual adjustment needs to be made to an employee's absence balance, admins can click on the employee's name in the calendar view > click 'Adjust balance' > change the amount (in days), select an effective date, and leave a comment. The comment will be visible to the group of users who can adjust balances in the first place; Regular employees will not see these comments.
Adjustments to accounts can be made for special circumstances, such as merit vacation increases. Adjustments can be positive or negative and will be added on the date provided. Adjustments will trigger a full recalculation of the balance automatically.