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Coaching - Events and Absences

Marked button Events / Absences under Assignments leads to the cross-course event and absence management

Prerequisites

This tool appears in Coaching if administrators have activated the Module Events and Absences and if "Event & absence management" is switched on in at least one course.

You already see the upcoming events of the current week on the Coaching entry page in the "Events" widget. The "Events / Absences" button opens the complete management with the tabs "Cockpit", "Events", "Absences", "Notices", "Appeals" and "User search".

Here you see the events and absences across all courses you are responsible for. If you are looking for the events of a single person, for example as a line manager, you find them in the detail view of the person in the tab Events & Absences. Separate prerequisites apply there.

As coach - As master coach

Marked buttons As coach and As master coach above the tab bar switch the role for which you see events and absences

If you are a teacher of events and at the same time master coach of an implementation, you choose above the tab bar for which role you see the events and absences:

  • As coach shows the events where you are entered as teacher.
  • As master coach shows the events and absences of your classes, that is, of the implementations where you are master coach.

If you have only one of the two roles, the buttons are missing and you see the events of this role directly. Who is master coach is set in the Course Planner for each implementation separately. This requires the Course Planner module to be switched on.

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Tab Cockpit

In the "Cockpit" tab you see the "Daily overview" with the sections "Events", "Absences" and "Notices" for today. What they contain depends on whether you have chosen "As coach" or "As master coach" above. In the role "As master coach", the section "Events" is missing. Use the arrows and the date field on the right to switch to another day.

If events of past days are not closed yet, a notice above the list names these days. A click on a day shows its daily overview.

Marked date selection, event with counters and button to close the absence recording in the daily overview, below it the absences and notices of the day

A click on the book icon in the row of an event lets you record the absences.

In the 3-dot menu at the end of the row, you export the event as an Excel file with "Export" and download the "Absence list" and the "Attendance list" as PDF.

A click on the course title opens the events of this course.

If the Daily recording of absences is switched on in the administration, the button "Close events for ..." stands below the list in the role "As coach". After a confirmation, it closes all events of this day.

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Tab Events

In the "Events" tab you see all events you are responsible for. Use the buttons for the period, the tabs and the filters to narrow down the list.

If absences still need to be recorded for events, a notice above the buttons shows their number. The link "Show event(s) with open absences" shows only these events.

Period buttons, filter tabs and filters Product, Execution, Teachers and Absences narrow down the event list with status, book icon and asterisk symbol

With the gear icon at the top right above the list, you choose which columns the list shows. In the row of an event you find:

  • Book icon: opens the recording of the absences, provided that absence recording is switched on for the events of this course.
  • Asterisk symbol: The column shows whether attendance is compulsory for the event.
  • 3-dot menu: Among other things, you download the event as an Excel file with "Export" as well as the "Absence list" and the "Attendance list" as PDF here.

A click on the + at the beginning of the row expands the detail view of the event.

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Tab Absences

You record absences in the tabs "Cockpit" or "Events" by clicking on the book icon in the row of an event.

In the "Absences" tab you then see the recorded absences. Use the fields above the list to narrow them down:

  • Search: for users, teachers, course titles and events.
  • Date: the period the absences fall in.
  • Display: "All" or only "Unauthorized".

Marked search field with date range and marked display All or Unauthorized narrow down the list of recorded absences with date, course, event, location, absent and authorized

To excuse an absence, tick the absence in the first column. The "Authorize absence" button then appears above the list.

Marked button Authorize absence appears above the list as soon as an absence is ticked

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Tab Notices

In the "Notices" tab, all notices on absences and dispensations are listed under "Notices of absence / dispensations".

Marked filters narrow down the list of notices, the marked buttons record a new absence, a new dispensation or a new notice of absence

Use the fields above the list to narrow down the notices:

  • Search: for users, teachers, course titles and events.
  • Type of notice: "Without notification", "Notice of absence" or "Dispensation", plus a tick at "Authorized", "Not authorized" or both.
  • Reason: the reasons of absence predefined by administrators, for example illness.
  • Date: the period the notices fall in.
  • Display: "All" or only "Unauthorized".

You record a new notice with the buttons "Record new absence", "Record new dispensation" and "Record new notice of absence".

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Tab Appeals

In this tab you see the appeals submitted for your events. The tab only exists if administrators have enabled appeals and your role may see appeals: as coach with the option "Teachers can see appeals", as master coach with "Master coaches can see appeals". As a rule, absence managers process the appeals in the cross-course Absence management.

Use the fields above the list to narrow down the appeals:

  • Search: for users, coaches and events.
  • Status: "Pending", "Rejected" or "Approved", one or several together. "Pending" is preselected.
  • Date: the period the appeals fall in.

If there are pending appeals, a notice above the list shows their number.

Marked search field with status filter set to Pending and date range above the appeal list with one pending appeal, above it the notice about one pending appeal

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In this tab you find the participants of your events. It starts with "Search by participants": enter a name or click the magnifier to see all participants. A click on a person opens their overview with "Daily overview", "Events and Absences", "Notices / Dispensation" and "Appeals".

You can also reach the people via a course or a product. For this, two links stand next to the large title. A click on a link switches the search; the large title then shows which search applies:

  • Search by courses lists your courses. A click on a course shows its participants.
  • Search by products lists the elements of your products, for example implementations. A click on an element shows its participants.

With the link "Search by participants" you return to the person search. In the role "As master coach", "Search by teachers" is also available.

The large title shows the selected Search by participants, next to it two links switch to the search by courses or by products

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Further information

Mentioned on this page
Module Events and Absences >
Course Settings - Tab Execution >
Coaching - People >
Course Planner: Overview >
Absence management >

Further reading
Events and absences (course administration) >
Coaching - User search >
Coaching - Courses >
Coaching - Educational products >
Coaching - Assessment Orders >
Coaching - Reports >
Coaching - Groups >
Coaching - Order management >
Roles and Rights: Which roles are available? >
Assessment tool - overview >

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