Who this is for: System administrators. Requires 'Absence Setup' role.
Overview:
This guide explains how to create new Defined Reasons to categorise absence types in more detail (e.g., adding "Migraine" as a specific sickness reason).
How Defined Reasons Work:
Defined Reasons let you create custom subcategories for absences (e.g., "Broken Bone" under "Sickness"). This enables more precise tracking and reporting of absence patterns across your organisation.
How to Create a New Defined Reason:
- Go to Admin Tools > Admin Panel > Global > Absence Types
- Click Manage Defined Reasons (top-right)
- Select Add New Defined Reason
- Enter the reason name (e.g., "Stress")
- Choose Planned or Unplanned type
- Click Create Defined Reason
Additional Information:
- Key terms:
- Defined Reason: Specific subcategory for absences
- Planned/Unplanned: Affects reporting classification
- Prerequisites: 'Absence Setup' administrator rights
- Best practices:
- Use consistent naming (e.g., "Cold/Flu")
- Group similar reasons together
- Important: New reasons apply globally immediately
- Pro tip: Use search to find existing reasons quickly
Implementation Notes:
- Changes affect all absence types globally
- Multiple reasons can be assigned to one absence type
- Consider reporting needs when creating reasons
- Watch "Absence Type Configuration" video for guidance