Absence Report

  • Last updated on June 4, 2024 at 1:08 PM
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Sometimes, gaining an overview of your employees' (or your own) absences can be required for various reasons. The absence report is the best and quickest way to do so in document form. This article will demonstrate how this report type works and how to interpret the different columns.

Viewing Modes

Just like all the other reports, the Absence Report has two viewing modes:

  • Overview: Gain a quick overview of the total absence duration of any employee during a select period.
  • Daily View: This report shows which employees were absent on which days during a selected period. All absences are listed with concrete start and end dates and durations per entry.

Date Selector

As with all the other reports, you can select a fixed report period (the periodicity is set up in your Pay Period settings) or create a custom report with manually selected start and end dates.

Next to the date selector, you can see if the selected pay period is locked. If that is the case, any changes to the planning will not affect the content of the current report.

Columns and Data

Here's the type of data you can find in the Absence Report:

  • First/Last Name: The employee's name, as it is registered in their Employee Card.
  • (Second) Employee Number: The employee's (second) employee number, according to their Employee Card.
  • Department: The employee's assigned department.
  • Location: The employee's assigned location.
  • Name (Absence): You assigned this name to each absence type. Check the [Breaks and Absences] settings to review your different absence types.
  • Absence Settlement: This is how the absence type is processed in your reporting. There are three absence settlements: paid absence, unpaid absence, and absences, which are deducted from the employee's holiday balance.
  • Start Date / End Date (Daily View only): These dates show for which days the absence was scheduled.
  • Duration: The number of days (or hours) the absence is accounted for. Check your Absence Manager in the [Breaks and Absence] settings to see how your absence durations are counted.
  • Grand Total (Overview only): Here, you can see the total absence duration scheduled for the selected period. This number is global and does not differentiate between absence types, settlements or different employees.

Click the right-hand symbol with the three vertical lines to select the data you want to see in your report.

Filters

You can filter your reports so that you only see the absences of certain employees. The following filters are available:

  • Employee: If you are interested in specific employees (you can select more than one).
  • Name (Absence): If you want to see only absences with specific names.
  • Absence Settlement: If you want to see absences that are either paid, unpaid or deducted from the employee's holiday balance.
  • Department: If you want to see the absences of employees working for a specific department.
  • Location: If you want to see the absences of employees registered at a specific location. 

You can also search for a specific employee by inserting their name in the search bar on the left side.

Exporting Absence Reports

You can export your reports in two formats:

  • PDF: If you'd like a finished report, you can download your file as a PDF. 
  • XLS: If you'd prefer a format that can be used for further calculations, you can download your report as a regular XLS file.

Change your absences?

If you want to change anything in the absence report, use the Calendar to amend your entries or plan new absences that you might be missing. Keep in mind that reports of closed pay periods cannot be changed anymore!


Any questions?
Looking for answers but not sure where to start? Check out our Glossary! It's a great resource to help you find the information you need. If you need further assistance, please contact us via the Contact Form.

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