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Scheduling an absence
Scheduling an absence

This article explains how to plan a shift of absence, weather it’s exceptional or over long periods

Eléonore Prudhomme avatar
Written by Eléonore Prudhomme
Updated over a week ago

The topics covered in this article are :

  • Creating an exceptional absence shift from the schedule

  • Planning a period of absence from "my requests " tab

  • Copying, moving and deleting an absence

Schedule an absence

Create a shift of absence

To put an absence on Skello > head to the scheduling tab from the day or week view.

  • From the day view : shifts are added by employee, in 15-minute increments. Click on the + that appears when you move the mouse over the quarter of the hour you are interested in to open a window for adding a shift.

💡 Once you have selected the first time slot, drag the mouse to define the entire duration of the shift.

  • From the week view : shifts are added by employee, by the day. Click on "add a shift" by moving the mouse over the cell of the employee and the day you are interested in.

The week view is used as a reference for this article. Click on the Absence tab at the top left of the window to create an absence shift.

Select the type of absence

Select the type of absence by clicking on the arrow to open the drop-down menu.

💡You can enter the name of the absence in the search bar to quickly choose the type of absence from the list.

💡Click on "View absence types " to see a list of all available absences and find out how to use them.

Only absences activated in the Location Settings appear in the list of absences in the drop-down menu on the shift.

Define the duration of the absence

The duration of the absence can be defined in three formats: All day, half-day or customized.

By default, the duration of the absence is set to "all day". It is possible to customize the times directly on the absence form.

  • All day : the duration of the absence is defined as a typical working day, based on the weekly hours specified in the employee's contract. A typical day of absence = the employee's weekly working hours / 5 working days. Example: if the employee works 35 hours a week, the typical day of absence is 35/5 = 7 hours.

The duration of a typical day can be modified if necessary, to adapt to the actual duration of the absence, or to adjust the total hours planned for the week.

⚠️ The duration must be entered as a decimal number : 1h30 = 1.5, 1h15 = 1.25.

⚠️ Only paid leave is calculated differently if paid leave is acquired in working days (2.5 days/month) in your location. In this case, the PTOs must be spread over 6 days, so the typical day of absence from work = the employee's weekly volume / 6 days.

  • Half-day : from the schedule an absence can be planned for a half a day. A typical half-day corresponds to a typical day/2. Example: if the employee works 35 hours, his typical half-day is 7/2 = 3.5 hours.

The length of a typical half-day can be modified in the same way as the length of a full day.

  • Customise : the duration of the absence can be customized with start and end times

⚠️ To schedule a half-day PTO : choose the half-day format.

⚠️To schedule a half-day worked in a day rate contract : add a half-day absence in addition to the working shift.

💡Add a note

Similar to adding a note in a work shift, it’s possible to add a note on an absence shift. This will be visible for the employee on :

  • the app

  • the computer

  • individual timesheets Please note that it will not be visible when printing the schedule

Plan a period of absence

To plan several days of absence over a defined period with a start and end date : use the "my requests" tab.

Click on the arrow at the top right, next to your initials > select "My requests" from the drop-down menu > then click on "Leave requests ".

Leave requests cover several categories of absence: sick leave, family event leave, maternity leave, parental leave, paternity leave, PTO, unpaid leave, TOIL, occupational disease, bank holidays recovery, weekly rest, paid authorized leave, night compensatory leave, training, sindical functions, national obligation, medical appointment leave, meeting, home office, quarterly leave.

As a manager and depending on your level of permission & actions, you’ll be able to approve or decline your employees' holiday requests. You’ll also be able to plan leave requests on their behalf.

On the Leave Requests page > click on the blue "Add leave" button on the right of the screen.

  • Select the name of the employee concerned, the type of absence and the start and end date of the absence period.

  • You can choose whether to send the absence request by email or not (depending on your level of permission & action).

Once the absence request has been submitted, it will appear in the list of requests to be approved or rejected

  • Click on View to the right of the pending request.

  • Accept the request

  • A calendar allows you to differentiate days of absence from Weekly Rest (HR) days on the schedule. The boxes can be checked or unchecked to set weekly rest.

💡 Absence requests from employees awaiting validation appear directly on the schedule as "pending” :

💡By default, 2 weekly rest days are scheduled each week. Weekly rests are scheduled based on the employee’s weekly volume / 5 working days or 6 working days for PTOs.

When the request is approved, the shifts of absences are automatically planned on the schedule.

⚠️ If shifts were already scheduled on the schedule during the period of absence: the absence will be calculated on the basis of the working hours initially scheduled.

💡 If unassigned shifts are activated in the schedule display options: shifts that were already scheduled are automatically moved to the unassigned line and the shifts of absences will be planned on the schedule 👉 Use schedule display tools and options

⚠️ If the leave request is approved, then cancelled and deleted from the requests, the shifts of absences remain on the schedule. They must be deleted from the schedule.

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