Absence Calendar

How to register team member's absence, holidays and public holidays

Claudette Albers-Reid avatar
Written by Claudette Albers-Reid
Updated over a week ago

Updated 15th January 2024

In the Absence Calendar, you can register a known absence, holiday or public holiday for your resources.

Important: Only Admin users have access to this entity and can book absence for other users in either the Rise or Growth subscription plan.

Register an absence

Click the gear icon to select the Settings:

Choose from the menu Absence Calendar:

The Show Calendar view appears by default but you can also click on the Show list button:

To schedule an absence for a resource, first select the required time period from the navigation toolbar (Today, Day, Week or Month). The example below is using the Day view:

There are two ways to schedule an absence:

  1. Use the Create button.

  2. Drag and drop.

Schedule an absence with the Create button

Click the Create button:

The New event dialog box appears:

The table below will give you an explanation of the GENERAL tab fields:

Field

Description

Subject

Name of the absence event

Start

The start date and time of the event. If you click on the calendar button you can modify the date and time:

End

The end date and time of the event. Like the start date, you can click on the calendar button and modify the date and time.

Type

This drop-down list allows you to select the type of event you are scheduling:

  • Project - an event related to a project. Refer to this article.

  • Holiday - schedule annual leave/vacation days for one or multiple resources

  • Absence - schedule absence for one or multiple resources

  • Public Holiday - schedule a public holiday for one or multiple resources.

Important: The event types Absence, Holiday and Public Holiday will influence the Capacity Overview; it will accordingly reduce the per month and overall capacity of the resource.

Working hours absent

Enter the number of hours of the absence. For example, 1 day = 8 hours. Therefore, two days of absence being 16 hours.

Important: Absence, Holiday and Public Holiday hours will influence the Capacity Overview; it will accordingly reduce the per month and overall capacity of the resource.

Event details

Here, you can enter the details of the event.

Once the event details are completed, you can click Save and the event will appear in the overview.

Schedule an absence using drag and drop

For the required resource, drag and drop a timespan for the chosen day. As you drag the timespan, a pop-up will appear showing the date, start and end time:

When you reach the desired timespan and release the mouse, the New event for [Resource Name] dialog box appears:

The table below will give you an explanation of the New event - GENERAL fields:

Field

Description

Subject

Name of the event

Start

The start date and time of the event. If you click on the calendar button you can modify the date and time:

End

The end date and time of the event. Like the start date, you can click on the calendar button and modify the date and time.

Type

This drop-down list allows you to select the type of event you are scheduling:

  • Project - an event related to a project. Refer to this article.

  • Holiday - schedule annual leave/vacation days for one or multiple resources

  • Absence - schedule absence for one or multiple resources

  • Public Holiday - schedule a public holiday for one or multiple resources.

Working hours absent

Enter the number of hours of the absence. For example, 1 day = 8 hours. Therefore, two days of absence being 16 hours.

Note: These hours are reflected in the Capacity Overview to display resources available hours.

Event details

Here, you can enter the details of the event.

Once the event details are completed, you can click Save and the event will appear in the overview.

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