Who this guide is for
System administrators – Requires 'System Admin' role plus Absence Records access
Overview
Manually refresh or correct Absence Records so each entry recalculates against the user’s current rota for the selected day/year.
How Manual Absence Record Refresh Works
Editing an absence record and using Change Duration clears the stored Days off/Hours off values. When you Save, the system recalculates the record from the user’s rota pattern for that date. Repeat for each affected record to ensure the whole period is accurate.
How to Set Up Manual Absence Record Refresh
Go to Admin tools > Admin panel > Records > Absence Records.
Use Search to find the user.
Set the From and To filters for the year (or date range) you need to refresh, then Apply.
On the first listed record, click Edit.
Click Change Duration.
Clear the values in Days off and Hours off (leave both blank).
Click Save to update the record (it will refresh to match the rota for that day).
Repeat steps 4–7 for any remaining records in the filtered period.
Additional Information
Absence Record: A single booked absence instance with stored day/hour values.
Change Duration: Triggers a recalculation when saved; useful if the rota or hours-per-day changed after the original booking.
Requires 'System Admin' role and permission to access Records.
Best practice:
Filter to a specific year to avoid missing entries.
After saving, review the recalculated Days off/Hours off and booking notes.
Warning: Recalculation may change entitlement usage and reporting totals for that period; consider exporting a report first for audit.
Tip: Use the search function within the platform to quickly find features or settings.
Related Guides:
Absences - Updating an absence record