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Assigning defined reasons to an absence type

For: System Administrators

Overview: This guide explains how to assign Defined Reasons to absence types for detailed tracking of unplanned absences (e.g., sickness subcategories).


How Defined Reasons Work: Defined Reasons let you classify absences into specific subcategories (e.g., "Cold/Flu" under "Sickness") to improve reporting accuracy and identify absence patterns.

How to Set Up Defined Reasons:

  1. Access Absence Types: Go to Admin Tools > Admin Panel > Global > Absence Types.
  2. Locate Absence Type: Browse or search for the relevant type (e.g., "Sickness").
  3. Edit Settings: Click Edit on the chosen absence type.
  4. Assign Reasons: Under General Settings, select one or more Defined Reasons from the dropdown.
  5. Confirm Changes: Click Save (top of the page).


Additional Information:

  • Key Terms:
    • Defined Reasons: Pre-set subcategories for absences.
    • General Settings: Core absence type configurations.
  • Permissions Required: 'Absence Setup' administrator rights.
  • Best Practices:
    • Create all Defined Reasons before assigning them.
    • Use consistent naming for easier reporting.
  • Important Reminder: Changes apply globally but can be overridden at Template/User level.
  • Pro Tip: Use the platform’s search function to quickly find absence types or settings.


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