Update: New ways to handle absence in Smartplan

25.11.2020

This time we are ready with one of the bigger updates to Smartplan. We have changed the way in which you can handle your employees’ absence. This goes for creating, editing and deleting absence in Smartplan.

A lot of our customers have requested the option of choosing whether shifts should give hours or not when creating the absence. Therefore, we are happy to announce that this is now an option. But let us go through all of the options you now have when handling absence in Smartplan.

Create new absence

If you create absence in a period in which the employee already has had shifts, you have the same options regarding these shifts as you have always had. This means that you can choose that:

1. The shift gives 0 hours
2. The shift gives regular hours

You will experience new changes when dealing with future shifts in the period you are adding absence for. You have the following options:

1. Do nothing, the shift gives regular hours (and perhaps add an available shift for a substitute)
2. The shift gives 0 hours (and perhaps add an available shift for a substitute)
3. Set the shift as available
4. Delete the shift

If you want to apply the same setting you all of the employee’s shifts, you can easily do this by choose a setting under “Edit all coming shifts to the following”. An example might be to choose that all of the coming shifts should give 0 hours:

Let us say that most of the employee’s shifts should give 0 hours but that one specific day should give regular hours. In this case, you first choose that the employee’s coming shifts should give 0 hours and afterwards you scroll down to the shift, which should give regular hours. Here you can choose that the shift should give hours:

Be aware that if you afterwards choose to make changes in the settings applied to all shifts, these changes will also be applied to the shift you have manually changed to something else. So all of the employee’s shifts will be changed.

Edit existing absence

As always, you can quickly and easily edit absence through the absence calendar in “Absence”. Simply click on the absence you would like to edit and you can then choose “Edit absence”.

When you want to edit existing absence in the future you have the exact same options as when you are creating a new absence. This means that for previous shifts you can choose that:

1. The shift gives 0 hours
2. The shift gives regular hours

And for coming shifts you can choose to:

1. Do nothing, the shift gives regular hours (and perhaps add an available shift for a substitute)
2. The shift gives 0 hours (and perhaps add an available shift for a substitute)
3. Set the shift as available
4. Delete the shift

Once again you can choose one setting which should be applied to all coming shifts and you can make specific changes to each of the employee’s shifts.

Delete absence

When you have to delete an absence, you have the same options for the employee’s previous and coming shifts in the period. Your options are simply:

1. Do nothing, the shift gives regular hours
2. The shift gives 0 hours

Hourly based absence

The new updates we have launched today will of course not affect the option of adding hourly based absence. This is still possible in Smartplan. So if you are only adding absence for one day, you can choose whether it should only be applied to a certain time span that day.

We hope, that you will like the new options regarding how to handle absence in Smartplan. If you have any questions, feel free to contact support@trysmartplan.com.