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Attendance Grid Initiated Absences

James Guentner
  • Updated

In the event that an absence has not been requested in advance or needs to be requested/documented by someone other than the staff member/employee, certain SchoolFront roles are able to initiate the process through the Attendance grid. 

Contents

Applicable Roles

Pre-requisites

Creating a Attendance Grid Initiated Absence Requests

Full Day

Multiple Day

Partial Day

Creating a Attendance Grid Initiated Absence Change Requests

Future Absence Requests

Past Absence Requests

Cancel a Request

Add a Internal Comment to an Existing Absence

Delete an Absence Request(s) (remove from the system)

 

Applicable Roles 

Attendance Grid Initiated Absence management is limited to users with the following roles:

  • Administrators
  • HR Admin*
  • Business Office
  • Attendance Administrator*

*The HR Admin and Attendance Administrators roles by default, do not have the ability to manage timecards. Contact your Administrator or Solution Architect if this feature is not activated for your district. 

Pre-requisites

Both Attendance Grid Initiated Absence and Attendance Grid Initiated Change forms must be setup before proceeding with this article. For more information:

Creating a Attendance Grid Initiated Absence Request

  1. Select from Time & Attendance > Attendance > grid
  2. From the "Initiate" pop-up window, select a "Staff*" - from a list of Position Staff
  3. Select  to continue or to close the window and do nothing
  4. Select a "Form Category*" - Select "Absence Request" from the Form Category dropdown menu. If there isn't one available. See Creating and Editing Form Categories to create one first.
  5. Select a "Form*" - from a list of forms in the above Form Category.  If this list is empty, you have not properly configured an Absence request form to appear on the Attendance grid.  Go to Pre-requisites and complete the setup documented in that KB article before continuing.  
  6. Select the date range for the absence from the dropdown.
  7. Depending on the selection, the system will display different options per the absence form requirements.

*Required 

Full Day Absence

  1. Select the "Start Date*" - of the request; It can be in the past or future
  2. - to continue
    • NOTE: Each time you change the date on the modal, select this button to update fields on this screen as they may change depending on the date you select here
  3. Select a "Position*" - from a list of Positions assigned to the employee
    • NOTE: only applicable when employees have multiple active Positions at the Start date of the request
  4. Select the "Absence Code*" for the request
  5. Type in a "Comment" (optional)
  6. Select  to fill in substitute related fields on the request (optional)
  7. Finally select to continue or to close the window and do nothing

  8. To check the status of the form, select "Go to Manage Form Submissions"


     

Multiple Day Absence

  1. Enter the Start Date, End Date and select whether or not to include existing absence requests, and click "Continue":
  2. Next select the Position, Absence Code and click "Create Form(s)":

Partial Day Absence

  1. Select "Partial Day" for the date range, enter the date and click "Continue":
  2. Select the Staff/Employee's position, their schedule and appropriate absence code for the absence. Enter the time the individual is absent, "From" and "To" by entering the hours and minutes. Select whether or not to "Deduct Scheduled Lunch", enter any applicable comments and click "Create Forms":

Creating a Attendance Grid Initiated Change Request

Only past Absence Requests that are approved can be changed with a HR Initiated Change request.  Future Absence Requests (and Absence Requests that haven't been approved) can only be cancelled and re-submitted. 

  • Find and select the request by clicking the magnifying glass in the grid.
  • Select from the Details Tab:

  • The system will guide you through the process of changing the request:

    Future Absence Requests

    Remember, future Absence Requests CANNOT be changed with a change request; they can only be cancelled or cancelled and resubmitted. 

    1. From the pop-up above, you can select  
      • "Cancel Existing Request" - Cancels the Process Form AND Absence Request on the Attendance grid
      • "Cancel Existing Request and Submit new Request" - Cancels the Process Form AND Absence Request on the Attendance grid and re-submits a new Absence Request in its place
      • "View Form" - do nothing, view the Process Form

    Past Absence Requests

    Past Absence Requests can be changed with an Absence Change Request.

    1. From the pop-up above, you can select "Submit Change Request"
    2. Select to cancel the request OR
    3. Select to change it
    4. Make your changes, then select [Create Forms(s)] to save them

Cancel a Request

Past and future Absence Requests can be cancelled from the Attendance Grid.  

Future Absence Requests

  1. Find and select the request by clicking the magnifying glass in the grid

  2. Select   from the Details page

  3. From the pop-up above, select [Cancel Existing Request] to cancel the future Absence Request and close the window, OR
  4. Select [Cancel Existing Request and Submit new Request] to cancel the request and immediately create another one. 
  5. [Continue]

Past Absence Requests

  1. Find and select the request by clicking the magnifying glass in the grid
  2. Select   from the Details page
  3. Select
  4. Select
  5. Select [Create Forms(s)]
     

Add a Internal Comment to an Existing Absence

The system allows users to add a "Internal Comment" after an Absence Request or Absence Change Request is created.

  1. Find and select the request by clicking the magnifying glass in the grid
  2. Select on the Details page

 

Delete an Absence Request(s) (remove from the system)

To remove a Absence Request from the system (mistakes), cancel and delete the associated Absence Request form.  

  1. If you submitted the absences,
    • Go to Process Forms > Forms I Submitted >
  2. Otherwise
    • Go to Process Forms > All Forms >
  3. Use the filter functions to find the forms.  Use the following:
    1. Process Form Name
    2. Process Category
    3. Date Created
  4. Select the forms(s) you need to remove from the system
  5. First you need to Cancel them. Select
  6. Select [Cancelled]
  7. Now you can delete them.  Select and confirm 
  8. The absences are now removed from the system

 

 

 

 

 

 

 

 

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