Phased Return

This is a step-by-step tutorial on how to successfully set up and apply phased returns within Every's Absence Management module. With this tutorial you will learn how to set up and apply phased returns to your employees. You can easily pause, skip, and revisit each section, allowing you to become confident in your setup and learning.

Please note that currently the phased return functionality is for information purposes and does not link to payroll.

Permissions Required:

To view the Phased Return tab you will require the user permission 'View Phased Returns'.

To be able to create and edit phased returns you will require the user permission 'Edit Phased Returns'.

Please see our article User Permissions for further information on this process.

How do I set up phased return?

The phased return function within Every Absence Management gives you the ability to record a phased return for your employees. Currently, once completed, the phased return schedule shows within an employee's absence instance, and is for information only. There is no link to payroll. A phased return can be created by using an existing template or specifically tailored to a certain employee direct in their instance. Before applying a phased return certain settings need to be completed. To start, using the left-hand menu, select Absence Management, then Settings. From here select the tab titled 'Phased Return Settings'.

First, decide on 'The period before a phased return end date to send email notification reminders'. Under the 'Please Select' dropdown options you can choose between 'One Day', 'One Week', 'Two Weeks', or 'One Month'. An email will be sent notifying specified users or user groups at this time prior to the phased return end date. Select the green 'Save' button to update your preference.

Next, locate the 'Phased Return Notifications' section. Here you are able to choose who your notifications will go to. You can select either individual users or user groups. Select the relevant 'Add User' or 'Add User Group' button. Select the required user or user group from the dropdown options. You now need to choose when notifications are sent. This can be when a phased return is added, modified, due to end, or on its end date. Notifications can be all of these or a combination of any. Toggle between 'YES' or 'NO' to make your preferences. Once completed select 'Save' to continue.

Finally, locate the 'Templates' section. Creating a phased return template will allow you to apply the same phased return working pattern to different employees. Select 'Add Template'. Give your template a name so it can easily identify the working pattern it contains. Each phased return week needs to be created separately. Now complete the required days along with their start and end times. The template will calculate the number of hours worked based on the times input. If part of these times are to include a break, toggle the 'Override Hours' button to 'YES' and manually enter the correct number of hours to be worked in the end column. Whilst you are completing your template, if you wish to delete all the data you have input select the 'Clear Data' button to reset the template to the default state. Once you are happy with your entries select 'Calculate Hours'. If all data is correct the 'State' will switch from 'Invalid' to 'Valid' and you are able to save your template by selecting the 'Save' button. Your template will now show within the 'Templates' table on the 'Phased Return Settings' tab.

How do I apply a phased return?

Once you have completed your settings for 'Phased Return' you are ready to start applying to your employees. Using the left-hand menu select Absence Management, then Absence Instances. To apply a phased return schedule locate the required absence instance from the table displayed, and select the pencil icon in the action column to navigate to the 'Edit Sickness' page. Towards the bottom of the page there are several tabs. Select the tab titled 'Phased Returns'. From here select the green 'Add Phased Return' button.

The page will expand. You will be prompted to enter the start and end date of the phased return, and allocate the job role that the return applies to. There maybe more than one if your employee has multiple roles. Add any 'Details' you want to include to support the phased return. Now select the green 'Update Schedules' button. You will see that the 'State' changes from red 'Invalid' to green 'Valid', and the 'Number of Weeks' field is now completed. This should be equivalent to the total number of weeks the return is phased over. Below these fields there will now be a tab for each job role associated with the return. This is where you complete the return schedule. Select the required tab.

A schedule is required for each separate week of return. You have the choice to complete these manually or choose a template. To apply a prefilled template, select from the dropdown 'Select a template' menu, then within the 'Select weeks to apply to' field chose the relevant weeks. You can apply the template to as many weeks as required. Whilst you are completing your schedule, if you wish to delete all the data you have input select the 'Clear Schedule' button to remove the template information. Once you are happy with your choices select the green 'Update' button. You will now see the template schedules listed in the required weeks below.

For any remaining weeks, or if you choose not to use a template, complete the days, and start and end times for each week. If part of these times are to include a break, toggle the 'Override Hours' button to 'YES' and manually enter the correct number of hours to be worked in the end column. Once you are happy with your entries select 'Calculate Hours'. If all data is correct the 'State' will switch from 'Invalid' to 'Valid'. Selecting 'Clear Week' will reset the schedule to its default state. Once you have completed all the weekly schedules, and all are showing as valid, select the green 'Save' button at the bottom of the page. The newly created phased return schedule will now show within the 'Phased Return' tab of the employee's 'Absence Instance'.