This is achieved using Absence Profiles. An Absence Profile is a type of Group. You can convert an existing Group into an Absence Profile or create new Groups specifically for this purpose. Any employee who is a member of a Group that is also an Absence Profile will have the absences from that profile assigned to them.

Absence Profiles are found as a tab within each Group. ‘Absences’ must be ticked in order for the Absences tab to be visible. If you can’t activate the Absences tab in this way, you may not have permission to do so. Therefore, speak to your System Administrator.

This guide will look at:

• Assigning Public Holidays to a Group
• Assigning other Absences to a Group

Assigning Public Holidays to a Group

If you’re in the United Kingdom, Focus will check with the UK Government’s data and populate a list of Public Holidays for each year.

1. Select ‘System’ from the Menu Bar.
2. Select ‘Groups’ from the System Tree.
3. Select the Group you wish to assign the Public Holidays to.
4. Select the ‘Absences’ tab.
5. From the ‘Public Holidays’ drop-down menu, select the relevant country (eg. England and Wales).
6. Select ‘All’. Alternatively, only select the Public Holidays that you wish to assign.
7. Select ‘Add/Edit’.
8. Select the ‘Reason’ as ‘Public Holiday’.
9. Save and Close.

Assigning other Absences to a Group

1. Select ‘System’ from the Menu Bar.
2. Select ‘Groups’ from the System Tree.
3. Select the Group you wish to assign the absence to.
4. Select the Absences tab.
5. On the calendar, select the date that you wish to assign the absence to.
6. Select a ‘Reason’ for the Absence.
7. Save & Close.

Additional information

As Absence Profiles are types of Groups, they have start and end dates. An employee who is assigned to a profile will only receive those specific absences while they are a member of the group.

If you cannot see the appropriate Absence Reason in the drop-down menu, speak to your System Administrator.

You can remove an Absence from the Absence Profile by selecting the date and ‘Delete Selected Absence’.

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