Absences

The Absences page allows employers to record, manage, and track any type of employee leave, such as Annual Leave, Sick Leave, Unpaid Leave, or Parental Leave.

From this section, you can:

• Add a new leave period for an employee.
• View all current and upcoming absences in the calendar view.
• Check each employee’s absence history for reference.

Each absence type is displayed with a different color code in the calendar, making it easy to identify at a glance.

Types of Absences Available

How to Add an Absence

1. Go to ‘People’ and select the employee.
2. Click the Edit icon and open the ‘Absences’ tab.
3. Choose the Absence Type, select the period, and save.

The absence will automatically appear in the calendar, displayed in its corresponding color.

Annual Leave

Annual Leave refers to paid time off granted to an employee for holidays or personal rest. It ensures proper record keeping and accurate payroll calculations during the employee’s absence.

1. Add an Annual Leave

• Go to ‘People’.
• Click the Edit icon next to the employee’s name.
• Open the ‘Absences’ tab.
• Under Absence Type, select Annual Leave.
• Choose the period the employee will be on leave.

2. View in Calendar

• The Annual Leave period will appear in the calendar, highlighted in blue.
• Use the color legend below the calendar to identify different absence types.

3. Check Absence History

• In the same section, open the ‘Absence History’ tab (next to Add Absence) to review previous leave records.

Sick Leave

A Sick Leave is an absence granted to an employee who is unable to work due to illness or injury. This allows employers to manage payroll and records accurately during the employee’s absence.

1. Add a Sick Leave

• Go to ‘People’.
• Click the Edit icon next to the employee’s name.
• Open the ‘Absences’ tab.
• Under Absence Type, select Sick Leave.
• Choose the period the employee will be off work.
• Enter the amount for the leave period, if applicable.
• Confirm the employee’s standard working days for accurate pay calculation.

2. View in Calendar

• The Sick Leave period will appear in the calendar, highlighted in red.
• You can easily identify all absence types using the color legend below the calendar.

3. Check Absence History

• In the same section, open the ‘Absence History’ tab (next to Add Absence) to review the employee’s previous records.

Unpaid Leave

Unpaid Leave allows an employee to take time off work without receiving pay, usually for personal or exceptional circumstances.

1. Add an Unpaid Leave

• Go to ‘People’.
• Click the Edit icon next to the employee’s name.
• Open the ‘Absences’ tab.
• Under Absence Type, select Unpaid Leave.
• Choose the period the employee will be away.

2. View in Calendar

• The Unpaid Leave period will appear in the calendar, highlighted in orange.
• Use the colour legend below the calendar to identify the absence.

3. Check Absence History

• In the ‘Absence History’ tab, you can review all unpaid leave periods previously recorded.![In this example, Unpaid Leave is shown in orange, used for absences without pay.

Maternity/Paternity Leave

Maternity/Paternity Leave allows employees to take time off before and after childbirth or adoption, ensuring statutory or enhanced pay rules are applied correctly.

1. Add a Maternity/Paternity Leave

• Go to ‘People’.
• Click the Edit icon next to the employee’s name, if the gender is 'Male', it will show Paternity Leave, otherwise, if it's 'Female', it will show Maternity Leave
• Open the ‘Absences’ tab.
• Under Absence Type, select Maternity/Paternity Leave.
• Define the leave period according to the employee’s entitlement.

2. View in Calendar

• The Maternity Leave period will appear in the calendar, highlighted in pink.

3. Check Absence History

• Use the ‘Absence History’ tab to review all maternity leave records.

 Absence History

• Review all previous paternity leaves under the ‘Absence History’ tab.

Absence Ledger

Located next to the History tab, the Ledger displays each transaction that affects the employee’s holiday balance, line by line.

The Absence Ledger provides a detailed breakdown of an employee’s holiday entitlement and usage throughout the selected year.

It acts as a transparent record, allowing employers to audit and understand how the total paid leave balance has been built over time.

In this section, you can:

• View accruals (earned holiday amounts based on working days or periods).
• Track deductions from approved or taken holidays.
• Check adjustments or manual corrections made by the employer.
• See the running total of available paid leave after each entry.

This tool ensures full visibility of holiday calculations, making it easier to confirm the accuracy of employee leave entitlements for any given tax year.

Leave Payout

The Leave Payout tab is located next to the Ledger and History tabs within the Absences page.

The Leave Payout section allows employers to convert an employee’s unused holiday entitlement into a cash payment.

This feature is typically used when an employee chooses to sell part of their holiday entitlement instead of taking time off.

Through this section, the employer can:

• Review the employee’s available holiday balance.
• Select the amount of leave to be converted into payment.
• Process the payout directly through payroll, ensuring the value appears correctly on the employee’s payslip.

This option provides flexibility for both employers and employees, ensuring unused holidays can be fairly compensated when not taken as time off.

Updated on: 17/11/2025