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
Creating a Attendance Grid Initiated Absence Requests
Creating a Attendance Grid Initiated Absence Change Requests
Cancel a Future Absence 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:
- SchoolFront Support
- HR Admin*
- Business Office
- Attendance Administrator*
- Personnel Profile Only (PPO)**
*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.
**PPO users by default can view their own Attendance
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
- Select
from Attendance > All Attendance > grid
- From the "Initiate" pop-up window, select a "Staff*" - from a list of Position Staff
- Select
to continue
- 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.
- 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.
- Select the date range for the absence from the dropdown.
- Depending on the selection, the system will display different options per the absence form requirements.
*Required
Full Day Absence
- Select the "Start Date*" - of the request; It can be in the past or future
- Select
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
- 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
- Select the "Absence Code*" for the request
- Type in a "Comment" (optional)
- Select
to fill in substitute related fields on the request (optional)
- Finally select
to continue
-
To check the status of the form, select "Go to Manage Form Submissions"
Multiple Day Absence
- Enter the Start Date, End Date and select whether or not to include existing absence requests, and
- Check
and click "Update Dates":
- Next select the Position*,
- Absence Code* and
- Select
- Click
Partial Day Absence
- Select the "Start Date*" - of the request; It can be in the past or future
- Select
- Select the Staff/Employee's Position*
- Select 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,
- Then enter any applicable Comments and
- And finally click
Creating a Attendance Grid Initiated Change Request
Only past Absence Requests that are approved can be changed with a Change Request form. 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: From the pop-up above, you can select:
- Submit Change Request - Opens a change request form
- View Form - do nothing, view the Process Form
- From the pop-up above select Submit Change Request then [Continue]
- Select:
-
to cancel the request or
-
to change it
-
- From the List or Absence Requests, select which day(s) to change
- Make your changes:
- Change the Absence Code,
- Duration, and/or
- Add comments
- Select
Cancel a Absence Request from the Attendance Grid
Past and future Absence Requests can be cancelled from the Attendance Grid.
Cancel a Future Absence Request
- Find and select the request by clicking the magnifying glass
- Select
- The system will guide you through the process of changing the request: From the pop-up above, you can select:
- Cancel Existing Request - Cancel the request
- Cancel Existing Request and Submit new Request - cancel exiting and create a new request
- View Form - view the current form
- From the pop-up above, select
- [Cancel Existing Request] to cancel the future Absence Request
- Select [Continue] to cancel the form
Cancel a Past Absence Request
- Find and select the request by clicking the magnifying glass
- Select
- The system will guide you through the process of changing the request: From the pop-up above, you can select:
- Select
- Select
- Select
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.
- Find and select the request by clicking the magnifying glass
-
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.
- If you submitted the absences,
- Go to Process Forms > Forms I Submitted >
- Otherwise
- Go to Process Forms > All Forms >
- Use the filter functions to find the forms. Use the following:
-
Process Form Name
-
-
-
- Select the forms(s) you need to remove from the system
- First you need to Cancel them. Select
- Select [Cancelled]
- Now you can delete them. Select
and confirm
- The absence(s) are now removed from the system