Absence
Use the Absence section to manage the full lifecycle of staff absences. You can create notifications, upload files (including medical certificates), add comments, and filter records for reporting.
Administration > Time and attendance > Absence
Create an absence notification for a staff member
Click Add Absence.
Enter staff name: Select the staff member from the dropdown list.
Select absence category: Choose from the available options.
Enter reason details: Briefly explain the reason for the absence.
Specify dates and duration:
Select the Start Date and End Date from the calendars.
Choose All Day or enter specific start and end times for the absence.
Enter Cover Details: Specify any necessary cover requirements (e.g., classes that need to be covered).
Upload Files: Attach any relevant documents (e.g., student classwork).
Medical certificate:
Indicate if a medical certificate is required.
If required, enter the doctor’s details.
Click Submit to submit the absence notification.
Confirm submission: Review all details carefully before confirming.
Note: Once submitted, the details of the absence notification cannot be modified.
Upon saving:
The absence record will be added to the leave lists of the staff member, their leave manager, and the leave approver.
An SMS notification will be sent to all organisers (if valid mobile phone numbers are entered in My EMS > My Details).
An email notification will be sent to all organisers.
Important notes:
Leave managers do not receive absence notifications.
If you also have the role of organiser, you will be notified by both email and SMS when an absence is submitted.
You cannot opt out of receiving absence email notifications.
To receive SMS notifications, ensure a valid mobile number is entered in My EMS > Personal Settings > Update Mobile Number .
Export a spreadsheet report of staff absence notifications
Click Export as PDF.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Filter and search staff absence notifications
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage staff absence notifications search results
The grid displays your filtered results of staff absences, with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff absence records
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Manage medical certificates for a staff absence notifications
Leave managers, approvers, and staff can specify whether a medical certificate is required for an absence.
Status indicators of a medical certificate for a staff absence
Medical certificate provided and verified.
Medical certificate required.
Mark that a medical certificate is required for a staff absence
Click the Edit icon button.
Go to the Overview section.
Under the Doctor Details section, set Certificate? to Yes.
Click Save.
Upon save:
A medical certificate required icon will appear in the absence list, indicating that a medical certificate must be provided.
A Verify button will appear in the Edit form (visible when the window is reopened).
You will receive a Medical Certificate Uploaded email notification each time a file marked as a medical certificate is uploaded.
Verify a medical certificate for a staff absence
Click the Edit icon button.
In the absence form:
Navigate to the Files tab to locate the uploaded medical certificate.
An icon will indicate that the file is a medical certificate.
Verify that the details match those entered in the Doctor Details section.
Click the Verify button.
Click Save.
Upon save:
A verified medical certificate icon will appear in the absence list, confirming that the certificate has been provided and details verified.
Hard copy medical certificates
Hard copy medical certificates can also be verified by following the same steps above.
Download a staff absence notification as PDF
Click Download icon button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Add an organiser comment to a staff absence notification
Click the Add comments icon button .
Enter comment.
Click Save.
Access a staff absence notification
Review and modify details.
Manage associated files (add or download).
Verify submitted medical certificates, if applicable.
Delete an absence record.
View or modify details of a staff absence notification
Click Edit icon button to open the staff absence form.
Make your changes.
Click Save.
Files section
You can upload medical certificates or additional files to a staff member’s absence notification at any time, even after it has been created.
Status indicators for types of files for staff absence notifications
Medical certificate
Add a medical certificate to a staff absence notification
Click Edit icon button.
Click the Files section.
Click Add File button.
Click Browse to select a file.
Add a description (required).
Click Upload.
Confirm the upload.
Once uploaded:
The file name will appear as a clickable link.
A Remove button will also appear for managing the file.
The number of files is indicated in the section header.
A Medical Certificate Uploaded email notification will be sent to leave managers and leave approvers.
Add a file to a staff absence notification
Click Edit icon button.
Click the Files section.
Click Add File button.
Click Browse to select a file.
Add a description (required).
Click Upload.
Confirm the upload.
Once uploaded:
The file name will appear as a clickable link.
A Remove button will also appear for managing the file.
The number of files is indicated in the section header.
Download a file from a staff absence notification
Click Edit icon button.
Click the Files section.
Click on the file name link.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Comments section
Add a comment to a staff absence notification
Click Edit icon button.
Click the Comments section.
Click Add Comment.
Enter comment details.
Click Save.
Upon save:
The comment, along with your name, timestamp (date and time), will be added to the comments list.
The number of comments is indicated in the section header.
Actions in a staff absence form
Delete a staff absence notification
Click Edit icon button.
Click the Delete button.
Confirm the permanent deletion .
Note: This action cannot be undone.
The request will be permanently removed from the system.