Glossary of e-days Terminology
Created by: Tristan Bosley
Modified on: Fri, 13 Nov, 2020 at 8:58 AM
- e-days - e-days is an Absence Management platform. Companies use our product primarily to keep track of leave taken by employees within their business. The correct format for this name is "e-days" in lower case.
- System - Each company that uses our platform has an associated system. This is a website customised to handle the types of leave they book, containing their data such as users and associated records.
- User - A user is a person who has the ability to use e-days.
- Account - Every user has one account to their name. Users will log in to their account to book and track their absences, among other actions.
- User Licence - User licenses are required to create user accounts. E.g. a system with 100 user licenses can have up to 100 user accounts.
- Admin (noun) - An admin (administrator) is a user who can access admin privileges within the system.
- HR contact - The HR contact is the primary point of contact within the HR team at the company.
- Leaver - A leaver is a user who has left the company. Leavers do not have access to the system themselves, though their account and records may be kept for some time after they leave.
- Pending leaver - A pending leaver is a user who has a date scheduled on which they will become a leaver.
- Record (noun) - A general term for a booking. This may be a holiday record, a sickness record, an overtime record, a carryover record, or an entitlement request record.
- Absence - An absence is a record booked on a working day, often to be away from work that day. E.g. holiday, sickness, lateness, but also "working from home" may be used in this manner.
- Record type - The type of record that might be booked. E.g. "Holiday" is a record type, and many records of this type may be booked for a single user. "TOIL earned" maybe another record type.
- Absence type - A record type restricted to absences, e.g. "Holiday" is an absence type.
- Type - Similarly, other records have record types. E.g. "Overtime type".
- Planned - Planned absences are booked ahead of time. E.g. holidays, maternity leave, working from home requests.
- Unplanned - Unplanned absences are typically booked on the day of the incident, e.g. sickness, lateness.
- Overtime / TOIL - Overtime and TOIL (time off in lieu) is time worked which is not part of the user's contracted working time. Both terms are used interchangeably.
- Overtime - Overtime is typically paid back financially, or perhaps not at all.
- TOIL - TOIL is typically paid back in the form of holiday bookings (e.g. working one non-contracted day in exchange for one day off)
- (Entitlement) carryover/transfer - Carryover and transfer are synonyms. They refer to a record where entitlement transfers between years, e.g. if a user does not spend two days in 2019 and they are allowed to carry the days into 2020 to use there instead.
- There will probably be one single term for carryover/transfer which works best in any particular language, rather than translating both of these words in every occurrence.
- To carry over / to transfer - The verb associated with carryover/transfer
- Entitlement request - Entitlement requests are used to buy or sell holidays. For example, if a user is entitled to 25 days a year but wishes to sacrifice some of their salaries to allow themselves to have an extra day ("buy").
- Buy/sell - Another term for entitlement requests.
- Open absence - An open absence is used for sicknesses when a user is off indefinitely and so the end date is not yet known. The end date updates every day as time passes.
- Global level - Settings at the global level apply to the system as a whole.
- Template level - The system may be split up into templates, which are collections of users with similar settings. An example might be a system split into one template per country.
- User-level - Settings may be overridden on a user-by-user basis.
- To authorise (Of records) - to approve, accept.
- Authoriser - The user who authorises requests for a given user, typically their line manager.
- Alternative authoriser - The user who authorises requests when the primary authoriser is absent.
- Reportee - A user who has their requests authorised by a given authoriser.
- Authorisation - The process by which a request is authorised by an authoriser.
- Pending - The state where a record has been requested, but is not yet authorised by the authoriser.
- Authorised - The state where a record has been submitted and completed the authorisation process.
- Rejected - The state where a record has been requested but was denied authorisation by the authoriser.
- Authorisation template - A workflow for authorising a request. E.g. if Holiday and Sickness are authorised by different people, then Holiday would follow one authorisation template, whilst Sickness follows another.
- Authorisation chain - The application of an authorisation template to a specific user.
- Delegation - An authoriser can delegate their incoming requests to another authoriser.
- Rota/pattern/rota pattern - A rota/rota pattern is the recurring pattern of working time assigned to users. E.g. "Monday to Friday 9am- 5pm", or "4 days on 4 days off"
- Rota is also used to describe the non-recurring working schedule of a user, e.g. they may have a day overridden at user level for one week and it is affecting their "rota" for that week.
- Public holiday - e.g. (in English public holidays) Jan 1st, or Dec 25th. Public holidays are marked on groups of users' calendars and block other bookings for the day.
- Custom day - A custom day is a day similar to a public holiday, which is marked on groups of users' calendars and blocks bookings for the day. E.g. "Company Shutdown" on 29th-31st of December 2020 may be marked as three custom days.
- Calendar event - Calendar events are similar to custom days, however, they still allow booking on that date, e.g. "Company anniversary"
- Holiday year / Calendar year - The holiday year in the UK is typically Jan 1st to Dec 31st. Once this period ends, users' entitlements are refreshed for the new year.
- Days-based / Hours-based - Users' rotas can be set up in days or hours. This leads to them being called "days-based users" or "hours-based users".
- iCal - Internet Calendar (used to synchronise the e-days calendar with applications such as Outlook)
- Entitlement - The quantity of time used by users to make bookings, measured in days or hours. Typically it is deducted when bookings are made.
- Balance - Another word for entitlement. Avoid using this, since it can have connotations with "remaining" figures.
- Entitlement pot - The object containing users' entitlement. E.g. a user's Holiday entitlement pot may contain 23 days of entitlement for them to book this year.
- Entitlement element - Pots are made up of elements. E.g. "Holiday" (23 days) may be split into "Annual entitlement" (20 days) and "Long service" (3 days)
- Annual entitlement - The regular annual award for entitlement, e.g. 20 days for the holiday to be awarded every holiday year.
- FTE - FTE is the "full-time equivalent" for a user - a value that measures how part-time a user is, between 0 (never working) and 1 (full-time). Working 3 out of 5 days a week would be 0.6.
- Bradford Factor (BF) - A scale used to measure the severity of unplanned absence.
- (Entitlement) accrual policy - A rule by which entitlement is awarded to users, e.g. a long service accrual policy may be awarded on employment start for users who have more than 3 years of service.
- (Entitlement) accrual pattern - A template of recurrence used by accrual policies, e.g. "1st of the month every month". The template comes along with some settings like including FTE. The system refers to these as "accrual policies", but the name clashes with the more common use above.
- (Entitlement) accrual - The entitlement adjustment was given by an accrual policy.
- To accrue - To receive entitlement accruals as the result of an accrual policy.
- Permission - A permission grants access to an area of the system. E.g. there is permission for "My holiday" which allows users to book and see their own holiday records.
- Role - A role is a group of permissions. E.g. the Standard User role may consist of My holiday, My sickness, Personal dashboard, and Group calendar permissions.
- Custom filter - A custom filter is a rule which determines which users are visible to a particular user. E.g. standard users may only be able to see the calendars of other users in their team, so a "My Team" custom filter would be made for this.
- Custom view - Another word for a custom filter
- Group type - A collection of groups, e.g. "Country".
- Group - A collection of users, e.g. the "UK" group and the "France" group may be within the "Country" group type.
- Staff record - When authorisers visit the Staff record page for their reportee, they see details on the user's entitlement and bookings, and shows their calendar.
- Bulk user update - A tool allowing admins to create mass changes to users, such as changing their permissions, groups, or even to book absences for multiple users.
- Document portal - A page where users may see documents uploaded by HR, such as company policies.
- Time submission - This feature allows users to enter the precise hours on which they worked every day. It is similar to a time & attendance feature, except it does not have the functionality to see at a glance who is present in the company.
- To clock in / to clock out - This action starts/ends a time submission entry by inserting the current time into it.
- Alert group - A collection of email notifications. An alert group for "Number of occurrences of absence" might contain alerts for "5 occurrences in the last 12 months" and "7 occurrences in the last 12 months".
- Notifications - "Notifications" usually refers to the in-built bell notifications (similar to e.g. Facebook's notifications section). It can also generically refer to email notifications, dependent on context.
- Employee directory - This feature contains details of all the users in the system. Clicking into their profile gives detailed information such as contact details, work history, and documents for the user.
- Pricing band - e-days is split into pricing brands which determine the level of customisation available to users.
- Wellbeing - The Wellbeing section displays information from the NHS regarding health and sickness.
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