The absence planning is a feature that allows you to visualize all your Resources who have or have not submitted absence requests.
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See who is absent
Planning module > Absences tab
Use case: At the beginning of the week or month, you need to coordinate your team and synchronize the people who are present or not. For proper management, it is important to anticipate the workload.
The absence planning allows you to visualize and anticipate absences of your managers/your team according to the selected monthly period and according to different filters.
How to use the filters?
You have at your disposal different filter variables to refine your search and efficiently plan your present staff:
Resource display options: By default, the module is set to Resources with absences. If not, you can choose your display option. (Resources with absences, Resources without absences, All Resources)
Perimeter: Select the perimeter relevant to you (e.g.: an Agency, a Business unit or even a Dynamic perimeter, etc.)
State (Resource): Choosing the State of resources allows you to eliminate Resources in the "bench period" or "Departure" state.
Type (Resource): Filtering the type of resources you want to see in the absence planning allows, for example, to see the absence planning for one or several teams. Especially in cases where you want to know when to take your vacation without impacting your team's productivity, depending on the staff present during this period.
Tip!
Do you have several favorite filters for your absence planning?
Save your search to access it with one click!
Reading the planning
Thanks to a color code and a legend, you can easily distinguish:
the validated absences
and the absences pending validation
Note:
Non-validated absences correspond to absences entered into the validation workflow, that is, absences submitted (for validation) by the concerned Resource and sent to their validator. Absence requests recorded will therefore not be displayed in the absence planning.
Tip!
You can zoom in on the absence planning of a collaborator by clicking on it. This will be useful for quickly validating absences pending validation.
See who is present
Planning module > Absences tab
Use case: It’s summer vacation! I need to organize the staff and also see if I can continue to validate certain absences. Will we have enough people present for this period?
The absence planning allows you to visualize and anticipate absences as well as presences of your managers/your team according to the selected monthly period and according to different filters.
How to use the filters?
You have at your disposal different filter variables to refine your search and efficiently plan your present staff:
Resource display options: By default, the module is set to Resources with absences. If so, you can change it and choose your display option. (Resources with absences, Resources without absences, All Resources)
Perimeter: Select the perimeter relevant to you (e.g.: an Agency, a Business unit or even a Dynamic perimeter, etc.)
State (Resource): Choosing the State of resources allows you to eliminate Resources in the "bench period" or "Departure" state.
Type (Resource): Filtering the type of resources you want to see in the absence planning allows, for example, to see the absence planning for one or several teams. Especially in cases where you want to know when to take your vacation without impacting your team's productivity, depending on the staff present during this period.
Tip!
Do you have several favorite filters for your absence planning?Save your search to access it with one click!
Reading the planning
Thanks to a color code and a legend, you can easily distinguish:
the validated absences
and the absences pending validation
Note:
Non-validated absences correspond to absences entered into the validation workflow, that is, absences submitted (for validation) by the concerned Resource and sent to their validator. Absence requests recorded will therefore not be displayed in the absence planning.
Obviously, if you do not see either of these two colors, it means there are no absences planned for this period.
Present!
Tip!
You can zoom in on the profile of a collaborator by clicking on their name. This will be useful for quickly accessing their contact information.
Extract the data
It is possible to extract the data from the absence planning. To do so, simply click on the extraction icon at the top right of the module and choose the desired format.
If you cannot find the extraction button, it means you do not have the necessary rights for extraction. (see the "Necessary rights" section > 2)
Reminder!
Selected filters are taken into account during extraction. If your extracted data does not seem complete, make sure to check the filters before extracting your absence planning.
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Necessary rights
1 - Necessary rights to access the Absence Planning view
1.1 - Module activation
Administration > Managers/Roles > role/manager profile > Planning/Reporting tab
To access the Absence Planning module, you need to activate the module in your role rights.
1.2 - Module configuration
Administration > Managers/Roles > role/manager profile > Planning/Reporting tab > Absences configuration (cogwheel)
To decide which resources are visible to the user in the absence planning, you can define their search perimeter in this module.
In the configuration of this module, you can also grant or deny extraction rights.
For more information on configuring module search rights, see our dedicated tutorial on this topic.
2 - Necessary rights to access the details of Absence Planning
To access and view the details of a resource's absence planning (by clicking on it), you must have:
the "Activity and Expenses" module activated (role profile > Main Modules tab)
access to the data groups "Absence requests" of the resources (role profile > Main Module tab > Resources configuration)
For more information on configuring access rights to module profiles, see our dedicated tutorial on this topic.
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F.A.Q.
Do intranets/collaborators have access to the absence planning?
No, you must have a manager account to access this module.
When I click on a line, it does not open the "Absences" tab, why?
If you click on the resource name: it opens their profile > "Information" tab.
If you click on the line (outside the name): it opens the "Absences" tab of that resource profile.
If you do not have access (no clickable link), then it is a rights issue. You probably do not have access to this Resource profile. We invite you to contact your Administrator.
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