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Holiday & Sickness Booking

Absence management software allows you to organise, manage, and track employee absences, including holidays, sick leave and working shift patterns.

Absence Management Software

Whether it’s sickness, holiday or medical appointments, monitoring when employees are absent from work allows you to keep track of their absence record and how often they have been absent from work.

With many different reasons for workplace absence, every workplace should have their own absence policy. An absence policy should clearly set what’s expected from employees relating to time away from work. Employees should be aware of how to report absences and who they should contact and when.

Within our module, Absence Policies are there for you to be able to create a structure of how and what users can request. You also have the ability to determine allowances, authorisation required and restrictive booking periods in one easy-to-use and intuitive portal.

Rather than simply logging an absence, listing the absence type allows you to log exact reasons for an employees’ absence. This makes it easier for managers to establish trends of absence and discover solutions for ongoing problems with frequent absences.

To list absence types, you’ll need to navigate over to the ‘Settings’ tab of the Holidays and Absence module. In this area, you’ll be able to set up different absence types based on how you would like to categorise the data.

If absence types are not authorised, employees will not be able to self-serve on these absence types. Only users with access to the admin area, i.e. managers, will be able to record these types of absences.

When listing absence types, managers can list whether the absence is paid or unpaid. This will display in the export in order to help report absences in the correct way for the payroll.

Absence types mean that all of your absences can be captured in one place and can be defined as self-serve (or not) and highlighted as paid or unpaid for reporting purposes.

When adding holidays, only one absence type can be selected and will automatically be deducted from an employee’s holiday allowance.

  • Sick leave
  • Medical appointment
  • Personal Time
  • Holiday days
  • Family or family medical leave
  • Bereavement or sympathy leave
  • Maternity or paternity leave
  • Jury duty

Absence types enable you to configure various types and sub-types of employee absence and then report on them. Sub-types can be used in order to further breakdown sickness or types of appointments.

As an example, you can create an absence type called ‘sickness’ and then create sub-categories for this sickness type, including common sickness types. Alternatively, you can create your own category with various subtypes.

After adding these absence types, you’ll then be able to run reports on these absences. This allows managers to see what types of absences are being taken, who is taking them and when they are being taken.

  • Instant visibility for HR teams and Managers
  • Improve employee wellbeing
  • Make data driven decisions to improve productivity
  • Safeguard your business
  • Reduce unnesecary absenteeism
  • Manager everything in one place
  • Time in Service increases- giving long term employees more holidays automatically
  • Increasing Paid Sickness based on tenure
  • Control the Carry-Over – the amount of holidays people can carry over to the next year
  • The platform is flexible and allows you to use one or multiple absence policies. These multiple absence policies can be set up to provide alignment with various employee contractual arrangements.

Automate Processes & Improve HR Efficiency

Our holidays and absence module provides you with a way to keep track of employee time off. Whether this is for holidays or other types of absence such as sickness, appointments or jury service, these absences can be documented in one place.

It provides an easy way for workers to request holidays or leave and register sickness, which alleviates pressure on managers to keep track. Automated logging and manager authorisation controls removes manual processes, therefore, saving valuable HR time.

Calendar views show who is off per team (or department) and backup approvers can be configured as well as the employee’s manager.

In this dashboard, you’ll be able to see the total number of upcoming days of annual leave, time-off that has been approved, pending and declined, as well as how many holidays are upcoming in the next 7 and 30 days.

The self-service holiday booking means that your employees can book, view and edit time off, all from their mobile phone. The time-off feature also registers the number of days/hours each employee is entitled to use for their holiday bookings, as well as the maximum number of consecutive days/hours to determine what the maximum duration of holiday a user can request.

The Manager Approval function provides managers with the ability to extend holiday allowance based on tenure, configure carry-over rules and holiday booking restrictions for busy times of the year.

  • Birds-eye calendar view of who’s off and when
  • Sync with you Office 365 calendar
  • Holidays can be requested and booked from anywhere, on any device
  • Complete visibility of employee holiday entitlement
  • Quick and simple manager approval process
  • Block dates to show when colleagues cannot take leave

Working Shift Patterns

Shift patterns allow your organisation to provide a service across 24 hours of your working day, or extended hours for clients and customers who need your services or product most. When shift patterns are implemented into an employment practice, you’ll be able to extend your hours or employ more staff to work during hours which are of high demand and importance.

For example, some organisations will employ staff around the world, meaning that whilst we’re out of hours in the UK, team members on the other side of the world will be able to operate and offer full support.

There are various forms of shift patterns, including zero-hours, night shifts, four on – four off, staggered days, occasional weekend shifts and often, rotated shift patterns.

In order to streamline your shift pattern structure, you’ll need to plan shifts in advance, take into account upcoming holidays or requested leave of absence, avoid frequently changing rotas, keep rotas simple and fair, and also, avoid having a paper system in place.

Paper rotas are messy and can be difficult for employees and managers to keep track of new and updated shifts. Don’t be afraid to rely on technology and use a digitised HR module to organise and manage your shift patterns.

If your organisation uses a shift pattern structure, you may find it somewhat difficult to keep track and regularly update shift patterns. For this reason, you may be looking to digitise your shift pattern structure to simplify the process of creating rotas and updating existing shifts.

Our shift patterns module enables you to configure various shift patterns as well as setting them in either hourly or daily mode. These work with both full and part-time employees, including those who are on zero-hour contracts.

When planning shift patterns, it’s critical that your employees are kept in the loop of their upcoming rotas and can access this wherever and whenever they need to. Our accessible solution answers that problem.

From time to time, shift patterns may need to be changed or swapped. This can be complicated and messy if shifts are not digitised and if employees cannot access these real-time updated shift changes outside of work and in their own time. StaffCircle allows you to timely share weekly schedules and shift patterns, including shift changes, to keep everyone in the loop and in the know.