LP1: Absence Manager

Introduction

Much like your email out-of-office auto-reply, the Absence Manager can be used to transfer work assigned to you during your absence.

Please note the following rules you should be aware of:

• Tasks can only be deputised to colleagues with the same roles as you.
  • Note: If you cannot see a colleague's name in the drop-down list, this could mean they need their roles updating.

• Any work outstanding (currently on your task list) will not be transferred automatically.
  • Note: These tasks must be transferred manually - see Transfer Tasks for further details.

• If you have access to multiple domains, ensure you have selected the correct organisation before attempting to set your Absence Manager.
  • Note: Your current domain is will be highlighted in the list when you go to 'Switch Organisation' in your settings menu; you can find this by navigating to your profile picture in the top-right.

Adding a New Absence

1. Click on your profile picture at the top right corner of the window to display your settings menu.

By default, this appears as a circle with your initials inside.

2. Click the Absence Manager button.

The Absence Manager shows any active or planned absences.

3. Click the Add Absence button:

4. In the Deputise to field, select the user to receive any work assigned to you during your absence.

5. Enter the Start and End dates of your absence (inclusive dates).

6. Select a Reason from the drop-down.

7. Write any Additional notes.

Additional notes are not mandatory but may be helpful for you as a personal note if adding multiple absences.

8. Click Save Absence.

Absence Manager Emails

Assigning a Deputy

When setting an absence in e-flow, the user assigned as the Deputy will now receive an email so they are aware of another user’s absence and when they can expect to receive additional tasks.


 

Ending an Absence

When an absence has ended, either because it has been cancelled manually or because the end date has elapsed, the Deputy user will receive an email to make them aware that the absence has concluded.

The email includes a link to the transfer task page to allow quick access to reassign tasks if required.

Viewing and Editing Absences

Any current (active) absences will be listed in the Absence Manager. These can be edited or deleted as necessary via the 'Edit' button and the drop-down arrow next to it:

Note: Tick 'Show Past Absences' to view previous/expired absences.

See also:

LP2: Transfer Tasks

LP5: Teams Function and Team Absences