Purpose

This report provides a comprehensive and structured record of all user absences logged within a specified date range. It is a critical resource for Human Resources, department managers, and system administrators, facilitating effective workforce planning, absence management, and compliance auditing.

By filtering absences based on a customisable date range, this report enables organisations to gain clear visibility over staff availability and leave behaviour. The inclusion of both one-off and recurring absences supports more complex scheduling and reporting requirements.

This data is often used to support payroll processing, identify trends in employee attendance and ensure company policies are being upheld consistently.

Where to find the absence report?

The absence report can be found in the "reporting" tab and then select "absence report" and fill out the date range you would like. Once you have done this the report will generate absences for ALL of the mobile users currently on your system who have added an absence. Once you have done this you will be able to "preview" this report before opening it in an excel file. See the video below.

It is worth noting that you can pull this report for 3 months at a time. If there are a lot of absences and you need to filter down the report to individual users you can do this in excel by following the steps on the guide i have linked below.

How to filter a report on excel

Key Data Fields Included in the absence report. 

  • Start Time
    The exact date and time when the absence begins. This field enables calculation of absence duration, especially useful when managing partial-day or hourly leave.

  • End Time
    The precise date and time when the absence ends. Used in conjunction with the Start Time to determine the total time absent.~

  • Type
    Specifies the nature of the absence (e.g., annual leave, sickness, maternity/paternity leave, unpaid leave). This classification supports filtering, reporting, and policy compliance.

  • Note
    A free-text field where additional information about the absence can be recorded. This may include context such as the reason for leave, medical references, or supporting notes for manager review.

  • Approved
    Indicates whether the absence has been formally authorised in accordance with internal approval workflows. Possible statuses may include Pending, Approved, or Rejected.

  • Employee
    The full name of the staff member to whom the absence relates. This allows identification of individual absence records and grouping by employee for reporting purposes.

  • Logged By
    Identifies the user who entered the absence into the system. Promotes accountability and enables auditing of data input.

  • Recurrence
    A field indicating whether the absence is part of a recurring event (e.g., weekly medical appointments, recurring part-time leave). A value of true suggests recurrence logic applies.

  • Recurrence Rule
    Defines the recurrence pattern using a structured format (e.g., RRULE syntax), such as frequency (daily, weekly), interval, and termination conditions. This supports advanced calendaring logic for ongoing absences.

  • Recurrence Start and end Time
    Specifies the date and time at which the first and last occurrence in a recurring absence series begins and ends. Useful for generating the full sequence of absences in reports or calendar views.

For further guidance or support please contact the WorkPal support team either by email at support@workpal.app or by telephone on 02890271777