Holiday & Absence
Practical how-tos and answers about holiday & absence in StaffCircle — absence policies, working patterns, allowances and reports.
Absence Policies: Absence Policy Restrictions
Within an Absence Policy, you can associate restrictions so that employees are limited to what leave they are able to book during a certain period…
Absence PoliciesAbsence Policies: Add
Absence policies are assigned to employees and will ultimately determine what holiday they are permitted to book in the platform, as well as any…
Absence PoliciesAbsence Policies: Assign to Employee
The default Absence Policy is automatically assigned to an employee when they are set up in the platform. However, the absence policy can be…
Absence PoliciesAbsence Policies: Configure
You may wish to configure an absence policy in the platform to adjust the holiday allowance, or update the policy restrictions. Navigate to the…
Absence PoliciesAbsence Policies: Length of Service
Within an Absence Policy, you can add a length of service to grant additional holiday days to the employee after working for the business for a…
Absence PoliciesAbsence Policies: Overview
The Holiday and Absence module provides a way to keep track of employee time off whether this be for holidays or other types of absence such as…
Absence PoliciesAdd Statutory Maternity Pay and Configure Absence Policies
Add Statutory Maternity Pay and configure absence policies—enter due and leave dates in Team > employee > cog > Maternity pay to calculate SMP.
Absence PoliciesHow to Configure Holiday Policies, Subtypes, and Pro‑Rata Entitlements
Set separate absence policies for each base holiday allowance, add subtypes per policy, and use pro‑rata on profiles for mid‑year starters.
Absence PoliciesAbsence Types: Add
From time to time, you may wish to add more absence types to fall in line with your company's absence policy. Navigate to the HOLIDAY & ABSENCES…
Absence TypesAbsence Types: Edit
You may wish to amend an existing absence type within the platform, for example to update the description or image. You may also wish to add…
Absence TypesAbsence Types: Overview
Absence Types provide users with options or categories for absences within the platform. Absence Types are selectable when a user submits an…
Absence TypesCompany Holidays: Add
Company Holiday Groups are added to your platform as part of tenant creation, however you may wish to add additional company holiday groups to…
Company HolidaysCompany Holidays: Assign to an Employee
The default company holiday group is automatically assigned to an employee when they are set up in the platform. However, the company holiday…
Company HolidaysCompany Holidays: Overview
Company Holidays are used to specify a specific working day as a non-working days. For example: bank holidays, company Christmas shut-down etc. It is…
Company HolidaysNon-Working Days: Add
After the company holiday group has been created, you can then add the non-working days. If an employee assigned to the company holiday group…
Company HolidaysCan I cancel my holiday?
Yes, you can cancel your own holiday as long as you have booked this in the platform yourself, and the date of your request is for a future date.…
FAQ'sHow can I add an absence on behalf of an employee?
Need to add an absence of some type for a member of your team? Press A box will appear for you to select the Person, add the Absence Type, Dates…
FAQ'sHow can I amend the dates of my absence?
How can I amend the dates of my absence?
FAQ'sHow can I book a holiday for next year?
To book a holiday for next year, select the drop-down from the holiday dashboard: Then select Next Holiday Year from the drop-down:
FAQ'sHow can I enable employees to see Company and Department holidays within the calendar
The administrators have access to enable company and department holidays visible to the end users. 6. Now the end company and department holidays…
FAQ'sHow do I approve an employees absence/holiday request?
How do I approve an employees absence/holiday request?
FAQ'sHow do I automatically approve my holiday if I'm the CEO and don't report to anyone or don't have a manager?
Holidays settings requires people to have a manager in order to create holiday or absence requests. In order to authorise a holiday if you are the…
FAQ'sHow do I change the Absence policies that a user is allocated to?
It is really easy to alter the Absence Policy, Company Holidays and Work Pattern all you need to do is go to People and Teams > Search the person…
FAQ'sHow do I change the date of an employee's absence?
How do I change the date of an employee's absence?
FAQ'sMy holiday balance is not correct
My holiday balance is not correct
FAQ'sPro‑rata and Holiday Allowances for Part‑Time Workers
Set up holiday allowances for part-time staff: create per-allowance policies, use separate absence types, and apply per-user pro-rata.
FAQ'sWhere can I see last year's holidays?
To view the holiday requests you submitted last year, select the drop-down on the holiday dashboard: Then select Previous Holiday Year from the…
FAQ'sWhere can I see my team's holidays?
You can view a calendar view of absences for people in your team (or company depending on how your platform has been configured), by clicking on the…
FAQ'sWhy can't I book my holiday?
There may be several reasons why a user may be unable to book a holiday in the platform, the main causes for this are:
FAQ'sWhy can't the employee book their holiday?
On this page is all the reasons and error messages you may see that prevent you from requesting a holiday 1. Check if you already have a holiday…
FAQ'sManager Can't Approve Time Off Requests
Fix managers unable to approve time-off: check request status, approver routing, absence policy, re-create requests, or contact support.
Holiday & AbsenceAbsence Overview Report
The Absence Overview Report displays a definitive list of absence types used within the specified date parameters. The report will detail how many…
ReportsAbsence Summary Report
The Absence Summary Report details a list of employee's within the organisation and their associated leave. Included in this report is the employee's…
ReportsHoliday Usage Report
The Holiday Usage Report is specific to the holiday absence type. it includes a comprehensive list of employees in the platform and their…
ReportsHourly Work Week Report
The Hourly Work Week is specific to the holiday absence type. It includes a comprehensive list of employees in the platform, the leave allowance, and…
ReportsHow to Access and Configure Holiday & Absence Reports in StaffCircle
Access, filter and export StaffCircle Holiday Usage and Absence Requests—run monthly views, see exact dates, and enable TOIL in settings.
ReportsAbsence Settings: Bradford Factor
StaffCircle supports calculation of the Bradford Factor to measure how much employee absence could be affecting your company. The Bradford Factor or…
SettingsAbsence Settings: Company Settings
Within the Company Absence Settings, you can configure a number of different areas including your annual leave cycle. To configure the Company…
SettingsAbsence Settings: Default Request/Approval Notes
A 'note' must be included when an absence is logged within the platform, regardless at to whether this has been logged by the employee or another…
SettingsWorking Pattern: Examples
Below is a list of working pattern examples may help when adding a new pattern to the platform. If you require any assistance creating a working…
Working PatternsWorking Patterns: Add
There are two stages to adding a working pattern to the platform. The template creation is covered in steps one to five, however in order for working…
Working PatternsWorking Patterns: Assign to Employee
The default Working Pattern is automatically assigned to an employee when they are set up in the platform. However, the working pattern can be…
Working PatternsWorking Patterns: Overview
Working Patterns are important so that the platform can identify what days the employee typically works. This means that the platform can…
Working PatternsAbsence Policy: Carry Over Holidays for Year End Reset
When creating an Absence Policy, you can specify how many days the employee can take to the next holiday year. These will automatically roll over…
Year End ResetYear End Reset: Overview
We have made some updates to our Year End Reset functionality, now allowing users to schedule their reset in advance. First, we need to create and…
Year End ResetYear End Task: Carry Over Holidays
At the end of the year, there are tasks the admin will need to complete to prepare for the next year's holidays. One of the tasks is to carry over…
Year End Reset