Ascribe a Point Value to Absences
NOTE: This is a workaround. An Absence Points feature was not specifically written into the software.
This process is really quite simple. The article is long because of all of the images.
1. Click Settings > Global Preferences > Attendance.
2. Change your display mode from Hours to Days. This is not essential but it is far simpler to use this workaround by displaying your Time in Days than it is when displaying time in Hours. For this reason these instructions are written assuming your Display Mode is set to Days. See note at the bottom.
3. Click Save > OK > Close.
4. Click on Settings > Time-Off Banks.
You now have two options.
OPTION ONE: If you have a bank that you no longer need you may rename it Points.
OPTION TWO: Create an additional bank named Points.
CAUTION! All Time earned, Time used, and the resulting balance associated with this bank under the previous name will now be associated with this bank under the new name.
1. On the left, click the name of the bank you no longer need.
2. On the right, click the name of the bank in the field and type Points in it's place and click Save.
1. Click New and enter Points as the name of the new Time-Off bank, click Save > Close.
If you want the points to zero-out automatically at the end of the year, you need to have an accrual plan that accrues zero time but also will zero-out the balance at the end of the year. Such a plan is called a None plan. Click Time-Off Assignments on the left and assign the NONE plan to the Points bank for each employee.
If you use a rolling-year you must set the None plan to carryover the balance from the prior year and then zero the time manually.
If you need to create a None plan, click this link for simple instructions.
If you use points for all of your Time-Off banks and do not wish the program to accrue time-off to your employees you may click on Settings > Global Settings > Attendance and under Accrual Schedule set it to Do not allow Time-Off to accrue. If you do this, you do not need to create or assign the None plan to any of your Time-Off banks on the Time-Off Assignments screen for any employees.
Ensure that the points accumulate under the correct Time-Off bank:
1. Click on Settings > Absence Reason Codes and then maximize the pop-up window when it opens.
2. Highlight the description for the code you want to use and type the word Points in it's place.
3. Now double-click the field to the right [ Debit This Time-Off Bank ] and select the Time-Off bank for which the points should accumulate.
IMPORTANT! Remember that the software thinks you are subtracting Time from a bank. In reality you are depositing points into a bank. However, because the software views this as a debit, your balance will show up as a negative number because as far as the software is concerned, you are subtracting from a starting balance of zero.
4. Click Save and Close.
5. Refresh the Calendar screen by going to the upper-right corner of the screen and click the X under the Gradience logo.
6. On the far left, click on Calendar once again, and the new code will be available in the list on the right.
Applying the New Code to the Calendar:
The program regards the code as an absence. You however, regard it as points. Employees should start off with a zero balance. Each time the code is applied, the balance will become further negative. Even though the program renders it as a negative number of Days, you should regard it as a positive number of Points.
By default, the program assigns a value of one day to an Absence Reason Code the moment it is placed on the calendar. You however, will regard this as one point. To cause the code to have a value of a ¼ point or a ½ point or a ¾ point, you would select the code from the list, then select the appropriate fraction and then apply the code to the calendar.
If you need the code to be worth more than 1 day/point, you must apply the code to the calendar and then right-click on the date where the code has been applied and select Absence Detail. When the popup opens, enter the amount of hours that will equal 1 ¼, days or 1 ½, days or 1 ¾ days or 2 days, etc to indicate that many ‘points’.
EXAMPLE: For an 8 hr/day person to get 1.5 days/points, you would enter 12 hours.