Holiday Group Configuration Tab – Viewing existing records
The ‘Configuration’ tab is where users can set the rules by which a staff member can book absence, as per the example below:
Configuration details can be deleted from a ‘Holiday Group’ by deleting data added to the fields and saving the record; however, it is NEXTRA’s recommendation that records are NOT deleted for audit history purposes and to ensure that the system allows and prevents leave booking requests within the correct parameters accordingly. If there is a change to details, a new ‘Holiday Group’ should be created to maintain a history.
Holiday Group Configuration Tab Guidance
Ratio/Slots Desc. – Description boxes for the ‘Holiday group’. Free text field for information purposes only.
Slots – The user can either select the number of staff who are assigned to this ‘Holiday Group’ that will be allowed on absence per day or select ‘Time zones’ for the ‘Holiday Group’ to operate by. Please note each ‘Holiday Group’ must have at least one ‘Time zone’ allocated on the ‘Time zones’ tab to operate correctly.
Max Consecutive Days – The maximum number of consecutive days that absence can be booked by a staff member assigned to this group.
Max Booking Period – The maximum number of months in advance for which staff members assigned to this group can book absence.
Min Booking Period – The minimum number of hours’ staff assigned to this ‘Holiday Group’ need to give notice to book absence in the system.
Auto Approve – This field is fixed with the option of ‘False,’ you will not be able to amend it.
Max Historic Booking Period (Months) – The maximum number of months into the past that absence can be booked in the system for a staff member assigned to this group.
HANDY HINT 1: If you need to control the number of staff that are allowed on absence by time periods of the day, rather than the number of staff in any one day, you can use the Time zones tab to control this and should select the option of Time zones in the slots drop-down menu if this is required.
HANDY HINT 2: The controls on the configuration tab will prevent staff from continuing with the request via self-service, however if a manager tries to book absence where the criteria set on this tab is not met, they will receive the appropriate warning on the rota, however they will be allowed to proceed with the booking if they choose to override it.
HANDY HINT 3: You can choose to control the number of staff allowed on absence for certain ‘Absence Types’ only, e.g., holiday by using the Holiday group Includes tab.
WORKING EXAMPLE 1: If, in the min booking period field you have 72 hours, the first day of the booking must be a minimum of 72 hours in advance to pass validation. If you were requesting or making a 3-day booking and only 2 of the days were more than 72 hours in the software the software would still prevent/warn you that the limit has been breached.
WORKING EXAMPLE 2: If, in the max booking period field you have 12 months for example, the entire booking requested must fall completely within 12 months for the software to allow the booking.
WORKING EXAMPLE 3: If, in the max consecutive days field you have 14 for example, and the booking was for 15 days, but the staff member was only assigned to the ‘Holiday Group’ for ten of those days, the validation will still apply.