FSR can send automated emails for any approved/modified absence requests happening in FSR for any availability code relevant to your HR department.
How does it work?
- The individual calls the on-duty watch manager to report sick
- Watch manager uses either the group rota, duty planner or menu to trigger a new absence request on behalf of the user
- They select the sickness code, updates the expected end-date and saves the record
- This immediately triggers an email to HR containing the details of the absence request
- Because of the watch manager's scheduler rights, the absence request is processed to 'completed' immediately, updating all intervals between start-date and end-date with the sickness tag
- If the process requires it, the manager can switch to the 2nd tab on the absence request, which details the rota shortly before processing the sickness. In this tab, meetings, trainings and other commitments can be found, some of these commitments might need further manual follow-up.
- If the user recovers before the original estimated date, the manager can revisit the 'completed' absence request, and fill in the new recovery date and clicks 'recover'. This will restore the rota for the time between the recovery date and the original end date. This recovery will also trigger another email to HR.
What do I need to set it up?
The configuration can only be done by an FSR admin, so you can request by sending an email to firstname.lastname@example.org or directly to your main FSR contact.
The information that we will need in order to set this up is:
- Availability code the emails will be triggered for
- Events for which FSR needs to send an email:
- Approval of absence request
- Reverting absence request (finishing earlier)
- Extending absence request
- Email addresses who will receive this update emails
- Default length for absence requests: This is filled in for a few weeks ahead by default, until the manager overwrites it. Otherwise, the absence request might be recorded just for the shift that was clicked.
- Show warning if absence request finishes in less than: This is to highlight the absence request end date as soon as it is almost done. This should trigger the manager to either extend the sickness registration, or recover it. (optional)
Note that this process can be set up for as many availability codes as your organisation needs, and all of them can differ in the configuration settings described above.
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