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

Record a new Absence

1. Go to the Services tab. Click on Absence Management, then Report An Absence. Here you can record a new absence.

2. Select the user from the dropdown menu; select a reason for the absence and if it’s unplanned or planned; record whether the absence is paid, unpaid or SSP.

3. Record the absence start date and time, and if you know when the employee is returning you can set that date as well.

4. You can also add a comment if relevant, to ensure accurate record keeping. The employee and their managers will be able to see your comments.

5. To upload any documents or additional notes/details related to this absence simply drag and drop them into the Attachments box. Don’t worry if you don’t have the document/s to hand right now as you can add them any time.

6. Once you click Save to record this absence, it will be added and saved against the employee’s record. We’ll notify all relevant managers for you.

7. The absence will appear on the shared Absence Calendar. Details can be seen by clicking on the absence, with the option to Edit or Cancel.

8. An Absence Summary will also be visible on the Dashboard to those who manage the employee. Click on Review to close the absence, amend or delete.

Can I Record an Absence Part Way Through the Day?

Yes. 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.

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.

Can Employees Record Their own Absence?

Yes. 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. For more details, see our related Help Centre article: Who Can Report an Absence.