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Absence management made easy
Absence Management Made Easy
Absence management is what we do best - we've even won awards for it - so say goodbye to endless hours manually working out employee entitlements and checking work calendars for holiday conflicts!
Absence Management made Easy
Absence management is what we do best - we've even won awards for it - so say goodbye to endless hours manually working out employee entitlements and checking work calendars for holiday conflicts!
Absences
Annual Leave
When a regular employee requests an absence, BrightHR will take a quick look at the working pattern assigned to the employee and work out the amount of time that should be recorded for their absence. So, if your employee is assigned to a Monday, Wednesday, Friday working pattern and they book Monday to Friday as annual leave the system will only record the 3 days they would normally work.
Adding a new contract
When your employee changes their working hours, you want to get this recorded so that their profile is up to date and also so that when booking their absences, the system knows what days they now work. What is also important, is being able to create a contract history to accurately portray their working history as well as update their annual leave balance.
First, head to the employee's profile and select the 'Employment' tab.
Scroll down to the contract summary section and click the 'Edit' button to get started.
For any changes that may affect an employees holiday calculation select 'Change employee contract'. Or if you need to make a quick change that won't affect the employee's entitlement you can 'Correct their existing contract'.
Next, we'll choose the date that this new contract will start from, select the employees new working pattern and click 'Next step'.
BrightHR will then calculate the pro-rated balance for any of the employee's old contracts and their new contract then add this together to give you the employees new balance. Simple!
Absence Requests
Requesting absences on BrightHR is super simple, all employees need to do is head to their profile and click the 'Request time off' button. Here's a quick video showing you how an employee can add, edit and delete absences in just a few clicks.
Watch the video below to see it in action...
As long as you have enabled absence notifications in your settings you'll receive email updates when employees add, edit or delete one of their absences.
Personal / carer's leave and lateness
Employees are able to request every absence type except sickness and lateness, these can only be recorded by the employee's manager or an admin.
When you open up an employees profile you'll have an 'Add time off' button to add an absence for your employees. In addition to the absence types, your employees see you can also select 'Personal/carer's leave' and 'Lateness' from this list.
Sickness - When adding a sickness you'll need to enter the date the employee was sick, whether this is an ongoing sickness, if it is paid or it has an end date and any notes.
Lateness - When adding a lateness you'll need to enter the date the employee was late and the duration of time that they were late for.
Watch our how to video to see how you can make the most of our Personal/carer's leave feature!
Attaching files to a personal / carer's leave and fit notes
When you've added a personal/carer's leave to an employees record you'll have the option to attach a file to the absence, just click on the pencil next to the absence to see the details of it then click the 'Attach a file' button.
In here you can also click 'Request medical certificate' which will send a notification to your employees letting them know that this needs to be added.
Filtering personal / carer's leave
To help with things like absence triggers, you can use BrightHR to filter the number of personal / carer's leave over a the current year, a 3 month period, a 6 month period or a rolling 12 month period.
Simply use the filter absences option on the employee profile to select personal / carer's leave and select the desired period on the right.
Approving & Declining
Now you've got some absence requests coming through from your employees you need to know how to approve and decline them.
All absence requests will have a 'Pending' status until they're approved or declined by an admin or manager. Just head to your calendar and click on the 'Pending requests' tab to find a list of requested absences that need approving or declining.
Watch the video below to see it in action...
Managing leave accrual
If your employee is fixed or variable and set in hours, you will be able to set up leave accrual so that their profile will display an annual leave balance. This will be based off an accrual rate you can set in the contract under employment.
Watch a video to see just how to set up and manage annual leave accrual!