In this article, we explain how the occurrence form is structured and how to use it.

Click on Dashboard
Click on Occurrence list
Select the type of occurrence you want to record (Absence - Lateness - xHrs - Holiday) on the top right section of your screen.
Select a date.
Select a staff member.

What information is displayed?

METRICS

Holiday balance: This is the holiday left to book for the selected Staff within the business year.
xHrs balance: This is the additional time left that the Staff member can work above the contractual weekly hours over a reference period.
Opt out: This is a flag indicating that the staff member is allowed to work more than a defined amount of hours per week.

Note: You may see different metrics depending on your overall xHrs settings. We have the possibility to limit the amount of xHrs in many ways and each cap will be displayed when used:

xHrs 365: Rolling year cap.
xHrs 48: Limit within 48 hours period.
Sick: This is a Sickness Paid allowance.

SCHEDULE

We display a grid with the Staff previous shifts and the next two. The highlighted shift is at the current date and if the occurrence is saved, it will be attached to that shift.

OCCURRENCE

Select a Reason within the dropdown list.
Enter Time from.
Enter the Time to.
For a full shift, simply click on the All Shift button to populate the time From and Time To.
Tick the Notice when the staff member has notified you of Absence or Lateness before it occurred.
Select a Pay Code.
Save.

PART SHIFT OCCURRENCE

You are creating an occurrence that is less than the full shift, Next day the occurrence ends must be left blank.

FULL SHIFT OCCURRENCE

The occurrence form is designed to record an occurrence on the selected day. However, should you need to create an occurrence for several days, you must fill in the Next day the occurrence ends. This will be the Return To Work date (RTW).
For specific occurrences, a new field will be displayed where you can change the Staff shift on the RTW date.

The field Shifts is auto populated and will return the number of shifts the occurrence lasts for.

Please, read the other articles on how to create a specific occurrence.

Updated on: 10/12/2023