In this article, we will explain how to configure and apply mandatory absences in bulk to all your employees:
Employer RTT,
Mandatory paid leave (company closure).
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Access & Configuration
Required Access Rights
Administration > Managers / Roles > roles tab > relevant role card > Main Modules Section > Activity and expenses - Module rights configuration
To create or edit a mandatory absence, the user must have the following rights:
Creation rights on the sub-view Mandatory absences
Reassignment rights if you wish to change the agency or responsible manager
Read/write rights on the Resources tab to include or exclude employees
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If needed, please refer to the tutorials:
How to configure search rights for a module
How to configure access rights to module cards
How to configure various access rights for a module
Note
For a user to see all relevant resources, they must have the search rights on resources for the targeted Agencies.
Otherwise, a message will appear indicating that some resources are hidden: "X resources are hidden because you are not authorized to view them."
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Configure a Mandatory Absence
To create a mandatory absence, go to the Activity and Expenses module > view Mandatory absences and click + Add.
You will need to fill in several fields in the card:
Title of the absence (required)
Agency (pre-filled with the main agency)
Resource types, resource states, contract types concerned
Main Manager (yourself by default, can be changed according to your rights)
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In the Mandatory absences section, you can:
Add one or more absence periods via calendars
Select an absence type for each period
Note
You must add at least one absence to save the card (even if disabled).
Once the parameters are set, you can activate the card so that the absence is automatically applied to all relevant resources.
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Apply and Manage Mandatory Absences
View Relevant Resources
Once the card is saved, a Resources tab appears. This tab allows you to:
View all resources matching the defined perimeter
Search by name, type, state
Know if the resource is Included or Excluded
Note
If some resources are not visible to the user, a message like "X resources are hidden..." will appear.
Include / Exclude Resources
From this tab, you can select one or more resources using the checkboxes and change their state via the action bar: Include or Exclude
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F.A.Q
Can a mandatory absence be deleted after activation?
Yes, but it remains visible in already validated timesheets.
What happens if a new resource enters the perimeter?
It will automatically inherit the mandatory absences.
What happens if there is already an activity registered on a relevant day?
There will be 2 days entered in the timesheet.
If, to compensate for the lack of this feature, you had already asked your employees to log time, we invite you to create your mandatory absences for the next period.
What happens if there is not enough balance?
The absence will still be applied. A warning will appear in the timesheet, but it is not blocking.