Managing Absences and Holiday in the S4 Manage app

What is absence management in the S4 Manage app?

The S4 Manage app allows you to add, view, remove employee absences directly from a mobile device. This helps managers keep rota planning and holiday calendars accurate and up to date.

Key points

• You can add different types of absences for employees.

• Absences added in the app appear in rotas and holiday calendars.

• You can remove or adjust existing absences for specific days.

• You can view historical absences by selecting a past date.

How to use absence management in the S4 Manage app

Absence types available in the S4 Manage app

You can add the following absence types:

• Holiday

• Not Available

• Unpaid Leave

• Sickness

• Maternity

• Paternity

• Lieu Day

• Compassionate Leave

How to add an absence or holiday

1. Open S4 Manage and tap Rota from the toolbar at the bottom of the screen 

   

2. Then tap Absences from the top menu bar.

   

3. Select Add to create a new absence.

   

4. Select the relevant employee from the list displayed or search for their name.

5. Select the absence type from the list and choose the days that the absence will apply to.

6. Select Add absence to save.

The new absence will then be visible in rotas and holiday calendars.

How to remove an absence or holiday

1. Open S4 Manage and tap Rota from the toolbar at the bottom of the screen 

   

2. Then tap Absences from the top menu bar.

   

3. Tap the date picker to select the week that contains the absence you want to change.

   

4. Select the relevant absence or employee to open the absence edit screen.

   

5. Tap the selected the day(s) you want to remove so that it is no longer selected.

6. Tap Update to save the changes.

   

The absence will be removed for the days that are no longer selected.

How to approve holiday in S4 Manage

1. Open S4 Manage and tap Requests.

   

2. Use the site selector menu at the top of the screen to view requests by site

   

3. Tap holiday request you wish to review.

   

4. Check the details of the request, including:

   • Employee name

   • Dates and times requested

   • Total holiday hours or days

   • Any notes added by the employee

     

5. Use the menu dropdown icon in the top right to view the employees Holiday Entitlement

   

6. Approve or Reject the request

   

7. If rejecting add a reason and select save

   

Once approved:

• The holiday is added to the employee’s record.

• The holiday is shown in relevant rota views.

• The employee’s remaining holiday balance is updated.

If rejected:

• The holiday is not added to the rota.

• The employee’s holiday balance is not reduced.

• The employee can submit a new request if needed.

Tip: Review overlapping requests for the same dates to make sure that staffing levels remain suitable before you approve holiday.

Why use absence management in the S4 Manage app?

• Keeps rota planning accurate by reflecting staff availability.

• Ensures holiday and absence records are consistent across rotas and calendars.

• Allows managers to update absences quickly without using a desktop.

Frequently asked questions

Q: What absence types can I add in the S4 Manage app?
A: You can add Holiday, Not Available, Unpaid Leave, Sickness, Maternity, Paternity, Lieu Day, and Compassionate Leave.

Q: How do I see historic absences in S4 Manage?
A: Use the date picker in the Absences area to select the past date or week you want to view.

Q: Do absences added in the app update rotas automatically?
A: Yes. Absences saved in the S4 Manage app appear in rotas and holiday calendars for the selected days.

Need help?

For additional support, contact Customer Success or raise a ticket with S4 Support through the Help Centre.