How to Record an Absence

Not all time off is planned in advance. Team Toggle's absence feature lets you record sick days, emergencies, and other unplanned time away from work.

Absences vs Annual Leave

It's important to understand the difference:

• Annual Leave

  Planned time off that you request in advance and is approved by your manager. This comes from your annual leave entitlement.

• Absence

  Unplanned time off, typically recorded after the fact. This includes sick days, family emergencies, and other unexpected situations. Absences are tracked separately from annual leave.

When to Record an Absence

Use the absence feature for:

• Sick days – When you're unwell and can't work
• Family emergencies – Urgent situations requiring immediate attention
• Medical appointments – Doctor or hospital visits (if not using annual leave)
• Compassionate leave – Bereavement or family illness
• Other unplanned absences – Any other time you unexpectedly couldn't work

How to Log an Absence

To record an absence in Team Toggle:

1. Navigate to Absence from the main menu
2. Click Add Absence or Log Absence
3. Select the date or date range of the absence
4. Choose an absence category (e.g., Sick, Emergency, Other)
5. Add any notes if required
6. Click Save or Submit

Absence Categories

Team Toggle tracks different types of absence to help your organisation understand absence patterns:

• Sick Illness or injury preventing you from working
• Emergency Urgent personal or family situations
• Other Any other type of unplanned absence

The available categories may vary depending on how your organisation has configured Team Toggle.

Multi-Day Absences

If you were absent for multiple consecutive days:

1. Select the start date of your absence
2. Select the end date (the last day you were absent)
3. The system will calculate the total number of working days
4. Weekends and designated days are automatically excluded

Viewing Your Absence History

To see your previous absences:

1. Go to Absence from the main menu
2. Your absence history is displayed in a list
3. Each entry shows the date, category, and duration

How Absences Appear on the Calendar

Absences may appear on the team calendar similarly to annual leave, but they're typically shown in a different colour or style to distinguish them. This helps managers see not just who's off, but why they're off.

Absences and Your Leave Balance

Important: Absences recorded through the Absence feature typically do not reduce your annual leave balance. Sick days and emergency leave are usually tracked separately from holiday entitlement.

However, this depends on your organisation's policies. Some organisations may count certain absence types against leave allowances. Check with your manager if you're unsure.

Who Can See Your Absences?

Absence visibility depends on your organisation's settings:

• Managers – Can always see absences for their team members
• Colleagues – May or may not see your absences depending on visibility settings
• You – Can always see your own absence history

Manager-Recorded Absences

In some cases, your manager may record an absence on your behalf. This is common when:

• You called in sick and weren't able to log in
• The absence needs to be recorded for compliance purposes
• Historical absences need to be entered into the system

If you notice an absence recorded that you don't recognise, speak to your manager for clarification.

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