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Absence and holidays

How to manage absence and holidays in Realtime, from setting absence constraints to organising your absence groups.

Setting up absence constraints

Absence constraints limit how many people from a department can be off at the same time. Set a department, choose whether the limit is permanent or for a date range, then enter the maximum.

Step 1: Open absence constraints

  1. Open Realtime and log in.
  2. From the left-hand menu, go to Settings, then Holiday Groups, then Absence Constraints.

Step 2: Add a new constraint

  1. Click New in the bottom-left corner to enter edit mode.
  2. Under the Department drop-down, select the department to apply the constraint to.
  3. Choose the date settings: select Default for a permanent constraint with no end date, or set a date range to apply it temporarily, for example over the festive period.
  4. Enter the maximum number of employees allowed off from that department at any one time.
  5. Click Apply to save. The new constraint appears in the list at the top.

If the department you need is not listed, or you want to add a new one, see the Managing filters guide for how to set up filters.

Step 3: Edit an existing constraint

  1. Click the constraint in the list at the top.
  2. Click Edit below to reactivate the fields.
  3. Make your changes, then click Apply to save.

Adding a subcategory absence group in Realtime

Add a new subcategory under an existing absence group in Settings, give it a name, description, colour and default rate, then apply so it is ready to book in the planner.

Step 1: Open Realtime

  1. Launch Realtime and log in with your credentials.

Step 2: Go to Setup, then Settings

  1. From the navigation panel, select Setup.
  2. Inside the Setup screen, click Settings.

Step 3: Open Absence Groups

  1. In Settings, find the Absence Groups section. The predefined groups are listed on the left: Sickness, Absence, Miscellaneous, Bank Holiday, Training, TOIL and Non-Working Day.

Step 4: Select an absence group

  1. Click the group you want to add to. In this example, click Miscellaneous.

Step 5: Add a new code

  1. At the bottom of the screen, find the Miscellaneous Codes section and click New.

Step 6: Enter the details

  1. Name: a short name, for example Com.
  2. Description: the full name or explanation, for example Compassionate.
  3. Colour code: select a colour for easy identification.
  4. Display: tick the checkbox to make it visible in the planner.
  5. Rate: choose a default rate, for example Basic Rate. You can change this later when booking the absence.

Step 7: Apply the changes

  1. Click Apply to save. The new subcategory, for example Compassionate, is now ready to book in the planner using the default rate you selected.

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