Recording an absence accurately and promptly is crucial for maintaining accurate employee records and ensuring smooth workflow within your organisation. This guide will walk you through the steps to record an absence on the WorkSmarter platform.

Log In to Your WorkSmarter Account

• Open your web browser and navigate to the WorkSmarter login page.

• Enter your username and password.

• Click on the 'Log In' button.

Access the Absence Management Section

• Once logged in, navigate to services.

• Locate the 'Absence Management' section of the menu.

• Click on 'Report an Absence' to open the absence recording interface.

Record a New Absence

In the 'Absence Management' section, you can select the user from the dropdown menu and complete the form.

Absence Type: Choose the type of absence from the options available.

Start Date: Select the first day of the absence using the calendar tool.

End Date: Use the calendar tool to select the last day of the absence (if known).

Reason for Absence: Select the reason for the absence.

Additional Notes/ File upload: If applicable, any notes or details about the absence can be added or uploaded.

Submit the Absence Record

As soon as an absence has been recorded, we’ll notify all the relevant Managers. The absence details will now appear on the Absence Calendar, and all records will be updated.

Once the absence is completed, you will be prompted to complete an optional Return to Work interview. The absence will be automatically concluded, and the calendar will be updated; the details will remain on the calendar for reference.

Absence details are recorded in the Employee Record so that staff and their Managers can see a summary. This information can also be downloaded from the reports section.

Editing or Deleting an Absence

If you need to edit or delete an absence, find the relevant record in the list under ongoing absence management, from here you can amend or delete the record (Subject to user permissions).

You can also update an event via the calendar view. In the absence calendar, click on the event, and you'll be given the option to edit or delete.

Viewing Absence Records

To view recorded absences, return to the view employee page and select a user. From here, you can view the user's absence record. This information can also be downloaded from the reports section of the site.

Self Reporting Absences

Staff users, with the permission turned on, can self-report absences via our mobile app and platform. Once recorded, managers will be updated and the normal process can be followed.

FAQs

Can I record an absence for a future date?

Yes, you can record absences for both past and future dates. Ensure that the start and end dates are accurate when recording future absences.

How do I handle partial-day absences?

When recording a partial-day absence, use the 'Additional Notes' section to specify the exact hours of absence. Your Account Owner or HR department can provide further guidance on how to handle partial-day absences within the system.