Introduction
All Attendance Absence and Change Requests now require process forms regardless of whether they are initiated by the employee or Human Resources. In earlier versions of SchoolFront, Attendance changes made by Administrators could simply be overridden on the Time Card. They had very limited traceability and were not subject to approvals or notifying anyone involved. This is no longer the case, as Process forms are now required for any type of Absence or Absence Change.
NOTE: The following article explains how to configure existing Absence Request form(s) so they can be initiated (run) from the Timecard. It is NOT a tutorial for setting up a new form from scratch and assumes you have at least basic understanding of this process documented in the Form Management: Process Form Set-up & Creation KB article.
Contents
Timecard Initiated Absence Requests
Setup the existing Absence Request Form so it can be run from a Timecard
Hide the Employee version of the Absence Request Form from Elevated Users
Verify that the Form works correctly
Timecard Initiated Absence Change Requests
Setup the existing Change Absence Request Form so it can be run from a Timecard
Hide the Employee version of the Change Absence Request Form from Elevated Users
Verify that the Form works correctly
Applicable Roles
Forms can be managed by users with the following roles
- SchoolFront Support
- Forms Administrator
- Business Office
- HR Admin
- HR Team
Prerequisites
Form Management: Process Form Set-up & Creation
Time Card Initiated Absence Request Form Configuration
Time Card Initiated Absence Requests (formally called overrides) now require a Process Form. In the past, Absences could be created by Employees and Approvers alike directly on the Time Card, bypassing the forms based Absence Request approval process. This is no longer possible and Absence Request overrides on the Time Card now require a Process Form.
We highly recommend you reuse the same Absence Request and Absence Change forms you use today in Available Forms so that existing approval process are not bypassed when Absence Requests are initiated from the Timecard.
Setup the existing Absence Request Form so it can be run from a Timecard
Approvers and Employees are the primary user of Timecard Initiated Absence Requests so its recommend that you user the same process and Process form that you currently use in Available Forms.
- As a user with one of the Applicable roles above, go to Process Forms > Forms Management >
- From the Form Management grid find the "Form Type" column and use its filter
to find your existing "Attendance" process form. Select the version you want to use.
-
Edit
, check the box for "On Timecard and Attendance Grid" and then
Hide the Employee version of the Absence Request Form from Elevated Users
You don't want this version of the form (the Employee version) to appear to Elevated Users when they are managing attendance on the Attendance Grid, so you will need to limit access to the form to users with the PPO role (Personnel Profile Only).
- Click the Submit on Behalf Groups tab
- Click the New Group button to add a SchoolFront role (Note: By doing this you are restricting access to this form to the roles added to the list here)
- In the Settings pop-up, add the following SchoolFront roles from the SchoolFront Role dropdown
- Personal Profile Only
- Click
Other Form Customization
Like any other form, you can further customize the form's approval process, notification / email rules, and content (text, images, additional custom fields, etc)
Verify that the Form works correctly
Login as a PPO User and create a new Absence on their Timecard. If the form appears in the dropdown list, its configured correctly
- As a PPO user (FakeLastName, Elyse in this example), go to Timekeeping > Time Cards > and open any unlocked / un-approved timecard you have access too. The following image shows a timecard as viewed by an Approver. Attendance Override column is highlighted.
- Select a Grey Pencil
-
The above form should be in the Form* drop down list.
If it does not appear in the Forms* list, retrace the above steps again and if you still can't get it to work call or email support@frontedge.com
Time Card Initiated Absence Change Requests Form Configuration
Time Card Change Absence Request overrides (like Absence Requests) now require a process form. Like Absence Requests, best practice is to use your exiting Change Absence Request form so existing approval process are not bypassed when Changes Requests are initiated from the Timecard.
Setup the existing Change Absence Request Form so it can be run from a timecard
- As an employee with one of the Applicable roles above, go to Process Forms > Forms Management
- From the Form Management grid find the "Form Type" column and use its filter
- From the filtered list, select the desired form and then click
on its Details Tab
- On its Details tab, check the box for "On Timecard and Attendance Grid"
- Then select
Hide the Employee version of the Change Absence Request Form from Elevated Users
You don't want this version of the form (the Employee version) to appear to Elevated Users when they are managing attendance on the Attendance Grid, so you will need to limit access to the form to users with the PPO role (Personnel Profile Only).
- Click the Submit on Behalf Groups tab
- Click the New Group button to add a SchoolFront role (Note: By doing this you are restricting access to this form to the roles added to the list here)
- In the Settings pop-up, add the following SchoolFront roles from the SchoolFront Role dropdown
- Personal Profile Only
- Click
Other Form Customization
Like any other form, you can further customize the form's approval process, notification / email rules, and content (text, images, additional custom fields, etc)
Verify that the Form works correctly
Run a test while logged in as a PPO User to make sure everything is working correctly. NOTE: Past / Approved Absence Requests are the only forms you can use the Change Request Form to edit. The following image shows a timecard as viewed by an Approver. Attendance Override column is highlighted.
- As a PPO user (FakeLastName, Elyse in this example), go to Timekeeping > Time Cards > and select any unlocked / un-approved timecard you have access too.
- Select the Orange Pencil
of the Absence Request* you created above. It needs to be approved (green).
- *If you don't see a orange pencil highlighted green, create a new past Absence Request and approve it BEFORE proceeding.
- Select
from the pop-up, then
-
Verify the above form appears on the Form* pulldown list
If it does not appear in the Forms* list, retrace the above steps again and if you still can't get it to work call or email support@frontedge.com