Shifts & Scheduling

Absences and Holidays

Record holidays, sickness and other absences, approve or reject requests workers send from their phone, and see how an absence stops someone being booked.

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Before You Start Record an Absence Requests from Workers Approve or Reject Effect on Booking Limits Troubleshooting Related Guides

Before You Start

Who can do this, and where.

Before you start

  • Agency console: the Coordinator preset, the Admin access level or a super admin.
  • Client dashboard: the Manager role (tenant_manager) or above records and approves. The Viewer role can see the list.
  • The worker is already on TempClock.

Agency console: Workforce > Absences. Client dashboard: Workforce > Absences.

Record an Absence

For a call, a sick note or a booked holiday.

Choose the worker and type

In the Record Absence box, choose the Worker and the Type: Holiday, Sick Leave, Unpaid Leave, Compassionate, Training or Other.

Set the dates and days

Enter the Start Date and End Date. Under Working Days, enter how many working days it covers. Use 0.5 for a half day.

Add a reason and decide

Add a Reason if you want one on record. Tick Auto-approve this request to approve it now, or leave it to go in as Pending.

Save

Click Record Absence. It appears in the list on the right.

Requests from Workers

From the worker app.

If the worker app is on for the client, workers can ask for time off from their phone. The request arrives in the same list as Pending, and staff get a bell notice that says if the worker already has bookings in that period.

A worker app request counts calendar days, or 0.5 for a single half day. The days cannot be changed when you approve. If the count is wrong, Reject the request and record the absence yourself with the right Working Days.
Workers cannot ask for dates more than 14 days in the past, more than 60 days at once, or dates that overlap a pending or approved absence.

Approve or Reject

Pending requests.

Find pending requests

Set the status filter to Pending. You can also filter by type and by worker. The list shows absences inside this calendar year by default. For a request that runs into next year, widen the From and To dates.

Decide

Click Approve or Reject on the row. Rejecting asks you to confirm.

Read the message

If the worker is already booked in that period, the message lists those shifts. They stay booked: reassign them on Schedule > Shifts.

Effect on Booking

The Shifts board reads absences.

Absence state In the shift picker
Approved Blocked: "On approved holiday" (or the type), with the dates.
Pending A warning: the request is pending. You can still book the worker.
Rejected No effect.

Limits

Stated plainly.

There is no entitlements screen. When a holiday is approved, TempClock adds the days to the worker's used days for that calendar year, starting from a default of 28 days. You cannot change the allowance or the holiday year on screen.
Approving an absence does not cancel shifts already booked. Reassign them yourself.
An approved absence cannot be cancelled, shortened or edited on screen. If a worker comes back early, an Admin, super admin or Coordinator in the agency console, or the Admin role in the client dashboard, books them with Override and book on the Shifts board.
Absences are not paid by TempClock. Payroll is worked out from the hours on the timesheet, so pay any holiday or sick pay in your payroll system.
Approved and pending absences also show on the Absences tab of the attendance report (Reports > Attendance).

Troubleshooting

Common problems.

Problem What to do
A worker on holiday was still booked The booking was made before the absence was approved. Reassign it on the Shifts board.
"Not eligible" when booking someone who is back Check the absence end date. Approved absences block every day from start to end.
A worker's request shows the wrong number of days Requests from the app count calendar days. Reject the request, then record it again with the right working days.
A coordinator's day (agency console)
Getting started in the client dashboard
Worker Availability
Building the Week on the Shifts Board
Worker App and Phone Clock-in
Previous Publishing and Notifying Next Worker Availability
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