WFM UK | HR & Payroll: Absence Related User Permissions & Portal Settings – Fourth & HotSchedules Customer Success Portal

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Overview

Absence functionality in Fourth spans multiple modules and user roles, meaning that access to view, create, edit, and report on absences is controlled through a range of permissions across both the HR and Payroll modules. Separately, a number of system settings across HR, Payroll, Rota, and Scheduling influence how absence functionality behaves, from how payments are calculated through to what is displayed on screen.

This article outlines the key user access permissions and system settings that have a direct impact on absence functionality. It covers permissions within both the HR and Payroll modules, as well as relevant settings across HR, Payroll, Rota, and Scheduling.

This article will be updated as new permissions or settings are introduced, existing ones are amended, or where further clarification on the behaviour of any permission or setting becomes available.

The permissions and settings documented here are those with a direct bearing on absence functionality. There may be additional permissions, access configurations, and system settings that do not directly relate to absence but may still limit or affect a user's ability to access absence-related areas of the system. These are outside the scope of this article.

User Access Permissions
- HR Module
- Payroll Module
Portal Settings

User Access Permissions

HR Module

HR Module > Users > Assign User Access > Find & Select User
Administrators can select User Profile to edit permissions if required

The Absence functionality related permissions, in the HR Module, are as follows:

Access Group	Permission Name	Purpose
Administration	Absence Types	Full Access, Edit Only, Read Only or No Access permission to allow users to create, edit, delete or view Absence Types in the HR Module. HR Module > Administration > Absence Types
Self Administration	View Absences - Self Admin	Enabled, or disabled, access to viewing their own absences within the Self Administration of the Portal. HR Module > Self Administration > Absences
Data Imports	Absence Records Imports upload	Enabled, or disabled, access to use of this import via the Data Imports menu. HR Module > Administration > Data Imports > Absence Records Import
Data Imports	Absence in Hours Update Import upload	Enabled, or disabled, access to use of this import via the Data Imports menu. HR Module > Administration > Data Imports > Absence in Hours Update Import
Employee Administration	Edit Absences in the past	Given user has access to Absences in employee records, this permission defines if this user can edit Absences in the past. HR Module > Employees > Employee List > Find & Select Employee > Employee Info > Absences
Employees	Delete Absence in Past	Given user has access to Absences in employee records, this permission defines if this user can delete Absences in the past. HR Module > Employees > Employee List > Find & Select Employee > Employee Info > Absences
Employees	Absences	Full Access, Edit Only, Read Only or No Access permission to allow users to create, edit, delete or view Absences within an employees record. HR Module > Employees > Employee List > Find & Select Employee > Employee Info > Absences
Holidays & Absences	Employees Absences	Permission to allow access to this page, but also Full Access, Edit Only, Read Only or No Access to allow users to create, edit, delete or view absences from this page. HR Module > Holidays & Absences > Employees Absences
Reports	Absence Analysis	Enabled, or disabled, access to run and view the Absence Analysis Report HR Module > Reports > View Reports > Absence Analysis
Other	Exports	Enabled, or disabled, access to run and view Exports in the HR Module. This will include the Absence and Pay Report HR Module > Reports > Exports

Payroll Module

Payroll Module > Users > Assign User Access > Find & Select User
Administrators can select User Profile to edit permissions if required

The Absence functionality related permissions, in the Payroll Module, are as follows:

Access Group	Permission Name	Purpose
Administration	Absence Types	Full Access, Edit Only, Read Only or No Access permission to allow users to create, edit, delete or view Absence Types in the Payroll Module. Payroll Module > Administration > Absence Types
Administration	SSP Qualifying Days	Enabled, or disabled, access to allow user to update the default qualifying days (days usually worked) at pay basis level, for all and/or employees on Rota. Payroll Module > Administration > Company Setup > Select Company > Page Links: View Pay Basis > Select Pay Basis > Page Links: SSP Qualifying Days
Payroll Admin	Absence Override Access	Enabled, or disabled, permission to allow the user access to override the details of an employee’s absence record(s) and Override Details button. Payroll Module > Employees > Employee List > Find & Select Employee > Employee Info > Absences > Click Absence Record (and > Override Details)
Payroll Admin	Edit Absence Documents Seen	Enabled, or disabled, permission to allow the user to tick, or untick the evidence seen box within an absence. Payroll Module > Employees > Employee List > Find & Select Employee > Employee Info > Absences > Click Absence Record > Evidence Seen?
Data Imports	Absence Records Imports upload	Enabled, or disabled, access to use of this import via the Data Imports menu. Payroll Module > Administration > Data Imports > Absence Records Import
Data Imports	Absence in Hours Update Import upload	Enabled, or disabled, access to use of this import via the Data Imports menu. Payroll Module > Administration > Data Imports > Absence in Hours Update Import
Employees	View Absences	Full Access, Edit Only, Read Only or No Access permission to allow users to create, edit, delete or view Absences within an employees record. Payroll Module > Employees > Employee List > Find & Select Employee > Employee Info > Absences
Reports	Absences CSP rates and days taken report	Enabled, or disabled, access to run and view the Absences CSP rates and days taken report Report HR Module > Reports > View Reports > Absences CSP rates and days taken report
Reports	Absences - SSP Payments Report	Enabled, or disabled, access to run and view the Absences - SSP Payments Report HR Module > Reports > View Reports > Absences - SSP Payments Report
Other	Exports	Enabled, or disabled, access to run and view Exports in the Payroll Module. This will include the Absence and Pay Report Payroll Module > Reports > Exports

Portal Settings

Settings Index
HR Module
Include absence days in holiday calculation for flexible staff?	Enforce Absence in Hours Only?
Hide absence Rota Text comments?	Show Rota days usually worked on Absence form?
Display employee absence data on absence editing screen	Restrict salaried employees to 5 absence days per week
Payroll Module
SSP (Nominal Codes)	Make SSP Pensionable
Make CSP Pensionable	Make Company Sick Pay Qualifying Earnings
Use group totals for calculation for Statutory Sick Pay recovery calculation	Consolidate Rota Absences
Use days usually worked from the nearest linked absence on entering a new absence	Record SSP1 Details
Treat all SSP absences as Periods of Incapacity for Work if they are follow on from another PIW	SSP Qualifying Days
Rota Module
Include Absence Hours in the Rota Analysis Page	Absence Deductions for Salaried Employees
SSP (Wage Cost Function)	Statutory Sick Pay Day Rate
Scheduling
Display Holiday & Absence Hours in Schedule Page

HR Module

Include absence days in holiday calculation for flexible staff?

HR Module > Administration > Global Settings > Edit Default Holiday Settings > Holiday Calculations

Controls whether certain absence days are counted as worked days in the holiday allowance calculation for flexible employees. By default, absence days are excluded, which can lower a flexible employee's average and reduce their allowance. When enabled, specific absence types (configured separately under Absence Types) are treated as worked days, protecting the employee's average. Note that enabling this setting may cause allowances to increase for employees who have had qualifying absences in the past 52 weeks.
More Info: WFM UK: Holidays: Include Absence Days in Holiday Calculation for Flexible Staff