How to manage employee absence and vacation data in MuchSkills

Managing employee absence and vacation data in MuchSkills

Welcome to the guide on managing employee absence and vacation data in MuchSkills. Whether you're synchronising data with an HR system or adding it manually, this guide will walk you through the process to ensure accurate resource planning and reporting.

Syncing absence data with HR systems

MuchSkills supports automatic synchronisation with popular HR systems like Workday, Personio, and BambooHR. If your organisation uses one of these systems, employee absence and vacation data will sync seamlessly.

However, if you don’t have a synced system or need to make manual updates, you can easily manage this data directly within MuchSkills. Let’s explore how.

How absence data is displayed

Absence data is visible across various parts of the platform, including:

1. Utilisation reports:
   • View each user’s involvement in projects and their availability.
   • Red dots in reports indicate periods of unavailability (e.g., vacation, parental leave).
2. Team builder:
   • When assembling teams, absence data is clearly marked, ensuring you can plan around employees' availability.
3. Calendar and reports:
   • All added absence data is automatically reflected in system-wide reports, calendars, and utilisation views.

How to add absence or vacation data

For managers

Managers can add or edit absence data for their direct reports using the MyCircle feature. Follow these steps:

1. Navigate to MyCircle and select a direct report.
2. Go to the Utilisation & Availability tab.
3. Click 'Add Unavailability' and enter the following details:
   • Reason: Specify the type of unavailability (e.g., certification training, vacation, parental leave).
   • Dates: Define the start and end dates.
   • Percentage: Adjust availability if the employee is only partially unavailable (e.g., 20%).
4. Save the details. The data will be reflected across all relevant reports and views.

For administrators

Administrators can manage absence data for all employees via Team Org Settings:

1. Go to Team Org Settings and select 'Manage Members'.
2. Search for an employee by name and open their profile.
3. Access the Utilisation & Availability section to:
   • Add or edit unavailability (e.g., vacation, sick leave, training).
   • Update details like start and end dates, percentage of availability (20% or 100%, and reason for unavailability.
4. Save the changes. The updated data will instantly sync across the platform.

Key features for absence management

• Clear indicators in reports:
  Absence data is highlighted with red dots in utilisation reports and calendars, making it easy to identify periods of unavailability.
• Customisable availability:
  Define partial unavailability for employees dedicating a portion of their time to specific tasks (e.g., 20% for training).
• Comprehensive integration:
  All absence data is displayed automatically in team-building tools, reports, and calendars, streamlining resource planning.

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