Intended for: Manager | Application: Web Application
How you record an absence depends on whether the employee already has a shift scheduled for that same period. This article covers both cases and how to handle any existing shifts.
A Day With No Scheduled Shift
If you need to record an absence on a day when the employee has no shift scheduled, follow these steps:
Open the calendar in Dayswaps and right-click the selected day.
Select "Enter absence."
Set the absence duration (from–to date).
On the left, uncheck "Default counting."
For "Which days should hours be counted on?" select "Every working day (Mon–Fri)."
Manually enter the number of hours to report as absence taken for each counted day (for example, 8 hours, as needed).
Because no shift is scheduled that day, the system has nothing to calculate hours from automatically. Without manually entering hours in step 6, the absence won't be counted correctly toward the hours balance.
A Day When the Employee Already Has a Shift Scheduled
If the employee already has shifts scheduled for the same period you're recording the absence, Dayswaps will prompt you after saving to decide what to do with them.
Enter the absence into the calendar as usual and fill in its details.
Select "Enter."
In the window that appears, choose how to handle the scheduled shift (options below).
You can enter the absence without first deleting the scheduled shift — the system will prompt you for what to do with it.
Options for Scheduled Shifts
Move shifts to unassigned – The shift disappears from the employee's calendar and appears among unassigned shifts, from where you can later assign it to another employee.
Offer shifts – If shift offering is enabled in your system, Dayswaps moves the shift to Offers.
Leave shifts unchanged – Both the shift and the absence remain in the calendar, and you can adjust it later.
Shorten the shift by the length of the absence – If it's only part of the day, the system automatically recalculates the shift's duration minus the absence.
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