EMS
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Configuring staff absences
Role required: Administrator
The two settings
Settings > EMS > Staff Absence Settings:
| Setting | Default | What it does |
|---|---|---|
| Whole-day absence | 7:30 | Hours a whole-day absence is worth. It always counts that much, however many lessons the person had scheduled that day |
| Health absence allowance | 15:00 | Hours of self-declared health absence each person may use per course |
The allowance warns, it does not block: someone going over it is warned and the request is flagged for the Head of Studies, but it goes through.
The absence type catalogue
Absences > Configuration > Time Off Types. There are nine, and each one’s name is the full wording of the leave it grants.
Each type carries four flags that decide how new requests come proposed:
| Flag | Ticked on |
|---|---|
| Adds the hours to the monthly report | All but Sick leave |
| Consumes the health allowance | Health only |
| Whole day by default | Health and Invasive medical test |
| Filed through ATRI | ATRI only |
These are proposals: the absence manager can change them request by request.
Public holidays and closing days
Absences > Configuration > Public Holidays. EMS doesn’t ship any holiday calendar: every one of them is entered by hand, once per school year:
- The national ones (1 November, 6 and 8 December, Christmas, New Year’s Day, Epiphany, Good Friday, 1 May…).
- The Catalan ones (Easter Monday, Saint John’s Day, 11 September, Saint Stephen’s Day…).
- The two local holidays of the centre’s town: those of the town the school is in, not Barcelona’s.
- The days the centre is closed even though they aren’t official holidays: free-disposal days, Christmas and Easter breaks, August… A period of several days can be entered as a single line.
Each holiday applies to all staff, whatever their working schedule. Enter its name and its start and end dates (for a whole day, 00:00 to 23:59).
Enter them before they come. Every night, EMS records an unjustified absence (a red attendance that counts as negative hours) for anyone who didn’t check in the day before, unless nothing was expected of them that day. If a holiday is entered late, saving it deletes the red attendances of those days and their negative hours on its own. The same happens when a whole-day absence is approved late.
Who approves
Not configured here. It comes from the org chart: everyone’s approver is the manager of their top-level department, set on the department’s own form (the Area Manager field).
If an area’s absences end up with no approver, check that person has an EMS user account: the approver has to be a user, not just an employee record.