Absence Solution Orientation

This article explains what is covered in the Frontline Absence Management Solution Orientation webinar for Organization Administrators. It describes the four user types in Absence Management and walks through the lifecycle of an absence from entry through reconciliation and payroll exports. The article also summarizes key configuration connections, including employee types, absence reasons, job visibility, security profiles, and Manage User Access.

Purpose of the Orientation Webinar

This webinar is intended to support organization users who manage Absence Management for their organization. It provides a starting overview of day-to-day tasks, how those tasks connect to configuration, and where to find resources to learn more.

This session is not a comprehensive deep dive into all system functionality. Multi-session, hands-on certification courses are available for deeper training.

User Types in Absence Management

• Substitutes search for jobs, set preferences, and view work history.
• Employees create absences, manage an employee preference list, and view past absences.
• Campus Users approve and reconcile absences according to permissions and visibility.
• Organization Users manage the system, including users, access, data and settings, and reporting.

Absence Lifecycle

• Employees enter absences using the website, mobile app, or phone.
• If pre-approval is required, the request routes to a Campus User or Organization User for approval or denial.
• Qualified and available substitutes view and accept assignments on the web, mobile app, or by phone.
• If the job is unfilled within the calling window, the system begins making calls 48 hours before the absence starts.
• After the absence occurs, Campus Users reconcile the absence so system records match what happened.
• Reconciled absence data feeds into payroll exports on a regular cycle.

Key Areas Highlighted in the System

• Organization Users can search for employees or substitutes and open user records.
• Employees can create absences, add notes, and attach files such as lesson plans.
• Employees can maintain shared attachments and a preferred substitute list.
• Organization Users can monitor absences using reporting tools such as a daily report view.
• Absence records include an Available Substitutes tab that shows qualified and available substitutes by default.
• The Available Substitutes tab can display additional detail when qualified and available filtering is changed.

Configuration Connections

Employee Types

Employee types are essential for determining what options are available to staff when entering absences. Related items include absence reasons, approval requirements, shift type options, and calendar behavior for closed days and in-service days. Employee types are available in Reference Data > Employee Types.

Absence Reasons

Absence reasons are the list employees select from when creating an absence. Absence reasons can include settings such as which employee types can select the reason and whether approval is required. Absence reasons are available in Reference Data > Absence Reasons.

Job Visibility

Job visibility includes how the system makes jobs available to qualified and available substitutes. Skills matching and preference lists are contributors to visibility, and out-of-date skills can limit visibility.

Reports for Skills Review

Prebuilt reports are available to review employee fulfillment skills, including a substitute skills report. A spreadsheet-friendly export option is provided through Report Writer.

Preference Lists

Preference lists are set at multiple levels, including employee preferred substitute lists, school or location preferred substitute lists, and the organization-level substitute pool. School preferred substitutes are referenced in Master Data > School > Preferred Substitutes.

Security Profiles for Campus and Organization Users

Security profiles determine what Campus Users and Organization Users can do and see, including permissions, visibility, and approval settings. Campus User management is referenced under Security > Campus Users.

Managing User Access

Manage User Access is the place to control access to Frontline applications and to support invitation workflows. It includes searching and filtering, account status values, and actions such as sending invitations and resetting a password. Manage User Access is referenced under Security > Manage User Access.

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