Timetable Daily: Absences Tab

Modified on Thu, 14 Aug at 1:00 AM

TABLE OF CONTENTS

Absence Table Columns
The Options Menu
Creating Absences
Creating a Repeating Absence
Deleting Repeating Absences

The ‘Absences’ tab has the following properties:

Each absence is displayed as a row in a clear table.
Ability to send the information displayed in the table to Excel by clicking in the top RHS of the table.

Absence Table Columns

Select box: Tick the box to select the absence.
Code: The absent staff member's code
Absent Staff: The full name of the absent staff member
From: The first date of the absence
To: The final date of the absence
Publish date: The date on which the absence will be published.
Reason: The reason for absence. Absence reasons can be edited by going to Daily> Settings> Absence Reasons
In: This flag is used to indicate that the necessary paper work for the absence has been completed.
Details: A free-text comment about the absence. Displaying this field in the Daily Bulletin is optional.
Replacement Teacher: New column in the Absences table has been added populating the replacement teacher name.
Edit Icon: Click this icon to edit the absence. This will open the ‘Update absence’ window.
Make any changes and click ‘Save’. The absence will be updated.

The column on the right hand side of the ‘Absences’ tab contains the ‘Options’ menu. This shows all options and actions available for this tab.

Absences Options Menu
Date	Shows the calendar date for the selected day and the timetable cycle day (e.g. MonA). If you have been working in a date in the future, clicking ‘Today’ immediately takes you back to the current day. Scroll forward or back with the arrows.
Actions	Create absence - Click on ‘Create absence’ to open the ‘Create absence’ window. Enter all the required information in the fields and hit ‘Save’. See detailed information below. Delete absence - Select the box for the absence and click ‘Delete absence’. The absence is deleted. See below for information on deleting repeating absences.
Generate	Daily Bulletin - The most common daily report which summarises all the covers for the day. It is designed to be printed and placed on the noticeboard for all staff to see. It can also be saved as a PDF and emailed to all staff. See Daily bulletin for detailed information. Day sheets - An excellent way to distribute the day’s covers and associated class lists to staff. See Day sheets for detailed information. Student's Bulletin - A simplified version of the Daily Bulletin with information for students.

Creating Absences

Click the green ‘Create absence’ button on the right hand side of the screen to open the ‘Create absence’ window.

The Replacement teacher function is a new feature that will enable daily organisers to assign a casual teacher to cover the absence teacher's classes at the same time as creating the absence. For more information please click here.

Please note that only staff members designated as permanent teachers within the Tes timetable file and users created as staff type "admin" in daily will appear in the absence dropdown list. Users created as type "casual" staff will not be included in the absence dropdown list.

Admin Staff absences will appear under the 'Staff Absences' category in the Daily Bulletin if they have been created for dates before the Admin staff member was added into Daily. Eg. Staff created on 21/04 and an absence was created for them on 17/02.

Create an absence by entering the following details:

Absent Staff. Enter two or more characters to select the required staff member
Full Day Absence. Choose from the following two options: Whole day - The absence occurs from the start of the school day till the end of the school day. Partial day - The absence occurs for part of the school day only.
Start Date. The first day of the absence. For a partial day absence, the first period of the absence should be selected.
End Date. The last day of the absence. For a partial day absence, the last period of the absence should be selected.
Publish Date. The date that the absence will be published.

Details. Enter text here, which will be displayed in the ‘Description’ column of the Absences table.
Repeat. Tick to create a recurring absence.

N.B. If a teacher is absent for multiple period-ranges or for different reasons on different periods in the day, then enter these as two separate entry rows. In other words, the ‘Absent Teacher’ column can contain non-unique values, provided the time periods associated with each entry do not overlap.

Creating a Repeating Absence

When 'Repeat' is selected, the following window opens:

The absence can be set to repeat Daily, Weekly or Monthly and can be set to repeat every 1, 2, 3 or 4 days/weeks/months.

The options for the end date of the absence are:

Never, which will repeat the absence until the end of the year.
On a particular date which should be selected from the date picker
After a selected number of occurrences.

Editing the end date of a repeating absence will cause all future covers for that absence to be deleted. If a repeating absence needs to have the end date extended, this should be done on the last occurrence of the absence. This will remove covers for that day but will retain covers for all previous occurrences of that absence. If a repeating absence needs to have the end date brought forward, this should be done by deleting the occurrences of the absence that are no longer required. This will enable covers for the previous occurrences to be retained.

Deleting Repeating Absences

When a repeating absence is to be deleted, there will be three options available:

'This absence', which will delete the selected absence only with all past and future absences retained.
'This and following absences' which will delete the selected absence and all future absences but will retain past absences.
'All absences' which will delete all absences. Selecting this option will generate a warning that historical covers may be affected.

Any absence that has been assigned to a cover upon deletion will generate a warning that it will impact historical and future data.

Timetable Daily: Absences Tab

Absence Table Columns

The Options Menu

Creating Absences

Creating a Repeating Absence

Deleting Repeating Absences