How to set up absence types and reason codes

Every organisation records time off differently. Oak's Absence application lets you set up absence types and reason codes to match how your organisation works.

To get you started, the Absence application comes with six ready-made absence types, some of which already have reason codes. You can edit these, turn them off, or create your own.

This guide will walk you through setting up the default absence types and creating your own.

This guide covers:

• Setting up the default absence types and reasons
• Creating your own absence types
• Considerations, tips & guidance

Before you start:

• The Absence application must be enabled.
• You need the Absence Configuration Manager permission.

Setting up the default absence types and reasons

1. Go to the Actions button > Configure, then under Absences select Absence types. The absence types are listed with how many reasons each has and a toggle to turn them on or off.
2. Select the name of an absence type to open its settings.
3. Review the settings and change them if needed.
4. Any reason codes are listed on the right. You can change them:
   • Rename a reason: select the name and type over it.
   • Reorder reasons: drag the up and down arrows to the left of a name.
   • Turn a reason off: slide its toggle to the left.
   • Add a reason: select Add reason. A blank reason appears at the top of the list for you to name.
5. Select OK to save, then repeat for the other absence types.
6. To turn off any absence types you don't need, slide their toggles to the left.

Creating your own absence types

1. On the Absence types page, select + New Type.
2. Give the absence type a name.
3. To change its colour, select the paint pot icon and choose a colour.
4. Review the settings and set them to suit this absence type. If you select Working time, the options that no longer apply are hidden.
5. Adding reasons is optional. To add one, select + Add reason and give it a name. Drag the up and down arrows to put reasons in order.
6. Select OK.
7. The new absence type appears at the top of the list. To change where it appears, drag the up and down arrows.

Considerations, tips & guidance

• Default types can't be deleted: you can only turn them off. Updating the defaults rather than creating new types keeps your list shorter.
• Default reasons can't be deleted either: you can delete reason codes you've added, but not the ready-made ones.
• Put the most used first: keep your most frequently used absence types and reasons at the top of their lists.