Absence Triggers

Absence Management allows for the creation and management of triggers, giving you the ability to clearly define and monitor levels of absence across your organisation. The tab includes both Bradford Factor Triggers and Other Absence Triggers. Trigger Notifications can also be created and managed here, which will flag up and notifiy selected users when employees hit certain frequencies or durations of absence.

To begin, click the blue Absence Triggers tab within the Absence Settings page.

Triggers Setup

Click the blue Triggers Setup tab to add and manage your chosen triggers.

We recommend taking some time to think about what triggers you need to report on within your property, as too many triggers may accumulate and cause confusion after time. The information in organisation's policies and/or employee contracts should support with deciding these, but you may also want to set lower triggers to prepare for more formal reviews and actions.

To create a Bradford Factor Trigger, click the green Create Bradford Factor Trigger button. A white box will appear, allowing you to input the details of this trigger based on the automatically calculated Bradford Factor score.

To create a custom absence trigger, in line with your policies, click the green Create Other Absence Trigger button. A white box will appear, allowing you to input the details of this trigger based on frequencies and durations.

Any edits to a trigger can be saved using the green Save button at the bottom-right of the page. You can view a trigger using the 'eye' icon, edit a trigger using the 'pencil' icon, or delete trigger using the small red ‘x’. These icons are on the right-hand side of the triggers.

Trigger Notifications

You can determine who receives email notifications when an absence trigger has been reached by clicking the blue Trigger Notifications tab. There, you can select user groups and individual users, including line managers, using the green Add User Group or the green Add User button.

When choosing Add User Group or Add User, a white box will appear. Within this you can select the correct user/user group from the dropdown and tick the check-box against the triggers this notification relates to. Remember to click the green Save button to finish setting up your chosen notification.

Trigger Ratings

You can customise the trigger ratings that appear against triggers, giving clear and colourful indication to the severity of that trigger. For example, this could be displayed as a RAG rating. This can be done by clicking the Trigger Ratings tab. Some options may be available by default in your property.

To add a rating click the green Add Trigger Rating button. This displays a white box where you can enter a rating name, a rating (1 to 10, with 10 being weighted as the highest), and an associated colour to differentiate it from other ratings at a glance.

You can edit a rating using the 'pencil' icon, or delete a rating using the small red ‘x’. These icons are on the right-hand side.

Trigger Settings

Further trigger settings can be managed in the blue Trigger Settings tab. Here you can choose if you would like to exclude 'Low' (less than 3) ratings and/or 'Medium' (equal or greater than four but less than 8) ratings from reports and notifications. Simply toggle this to 'Yes' or 'No' as required. Remember to click the green Save button.