Absence Management FAQ

Why are we implementing Absence Management in the district?
The district for many years was using a leave system and a Reserveweb system to manage employee absences and substitute placement. It was decided to implement Absence Management system so that we could use one system to manage both absences and substitute placement more effectively and efficiently. 

What is the web address for Absence Management?
https://login.frontlineeducation.com/login?signin=16fced401ed05b3be157cbb3fb32b647&productId=ABSMGMT&clientId=ABSMGMT#/login 

What is the phone number for Absence Management?
1-800-942-3767 (you will need your login and pin number to record an absence)

I don’t have computer access at home and I need to be gone for the day. What do I do?
Absence Management is available by phone 24 hours per day. If you are unable to enter it via the web, you can enter an absence over the phone.

What do I use to log in to Absence Management?
All employees should receive an Absence Management welcome letter. This letter contained your unique ID and Pin. That information is what you will use to log into the Absence Management system.  

Do I have to enter the parenthesis or dash when I enter my login ID?
No, you only have to enter the 10 digit number.

What if I need to change my phone number?
Please complete a change of personal information form.

Will changing my number change my Absence Management system ID?
Yes, your ID will change when Human Resources updates your phone number. 

How do I change my pin?
When you are logged into Absence Management system, click on the Account tab and your personal information will show up. You should see on the left hand side an option of Change my Pin.

What happens if I forget my pin?
Click the ‘Forgot your Pin’ button next to the login section of the Absence Management home page. After answering the specific prompts, your pin will be emailed to you.

Why do I get a confirmation number when I create an absence or delete an absence?
The confirmation number appears after an absence is successfully created or deleted.

How do I see what leave balances I have?
When you are logged into Absence Management, click on the Account tab and your personal information will show up. Absence balances will be on the left.

Does my supervisor get notified when I have entered a leave?
Yes, supervisors will receive an email notification indicating that an employee has entered an absence into Absence Management system

Can I enter a leave on the same day of the leave taking place?
You can create an absence for the day of the absence up until the start of your school time listed in Absence Management system.

Can I enter a leave for an absence for a date that has already passed?
No, employees do not have the ability to enter an absence for a date in the past. Your supervisor must enter this absence on your behalf.

Who do I contact if I have questions on how to use the Absence Management system?
When you are logged into Absence Management system, click on the Help tab, click on User Guide. There are numerous helpful resources on how to use the Absence Management system. If you still have questions or are unable to use the system, contact Human Resources.

What do I do if there is an emergency situation and I am unable to call in my absence or enter it via the web?
Call your supervisor as soon as you can if there is an emergency situation where you are not able to enter your absence on Absence Management system.

How do I see my absence history from the old leave system?
Employees will not have the ability to access the old leave system. Human Resources will have access to this information and will be able to answer your questions.

How do I create a preferred substitute list?
When you are logged into Absence Management system, click on the Account tab and your personal information will show up. Preferred Substitute List will be on the left hand side. Enter last name, first name in the box provided, and then select Add Substitute to List. You can also watch the video called Preferred Substitutes which will show you how to do this.

Can I request a particular substitute in Absence Management system?
No. Requesting a particular sub is no longer an option. However, you should set up a favorite 5 list, which means those substitutes will be contacted first when you enter an absence.

Why is it important to put comments in the Notes To Substitute?
This is very helpful when reserve teachers are selecting jobs. The comments allow them to see the instructions or requirements for the day. You can also upload lesson plans as an attachment. Special Education Teachers: It would be helpful to indicate the type of Special Ed class (Autism, EBD, Speech, etc.)

In the preferred substitute video that I watched it talked about excluding substitutes. Am I able to exclude substitutes?
No, the district currently has a process for excluding substitutes from a building/a classroom. Please check with your supervisor if you find yourself in this situation. 

I need to create an absence that requires two different absence reasons but I only want to create one absence. Is this possible?
Yes, when you are creating your absence use the advanced mode option. In the advance mode you can add variations for your absence. The advanced basic training video in the help tab outlines this process.

If I have an absence created but the details change (i.e. I had a full day absence that I have now changed to ½ of a day), will my substitute be notified?
Yes, the substitute who is assigned to the created absence will be notified regarding the changes.

I have canceled a scheduled absence, will my substitute be notified?
Yes.

My substitute has notified me that they have removed themselves from my scheduled absence. Is there anything I have to do to secure another substitute?
If a substitute cancels a job for themselves, the vacancy then becomes an open job on Absence Management system. This will allow another substitute to confirm this absence.

If a substitute removes themselves from my absence, will other substitutes on my preferred list/favorite 5 be notified of this open vacancy?
No, the substitutes on your preferred list/favorite five are only notified upon the initial creation of the absence. If the absence is re-opened it is open for the general substitute pool.

Can I create an absence with the absence reason of release/workshop the day of the scheduled workshop?
Anytime an absence reason is created with the absence reason type of release/workshop it is not released to substitutes until your supervisor approves the absence. If it is the same day of the workshop you will want to call your building administrator.

I need to attend a workshop but the title of the workshop is not listed. Who adds the workshops?
There is a new process of having meetings/workshops added to the option list. It can take two-three business days to have the list updated and added to the drop down list.

How do I modify the substitute report times?
When you are creating an absence you will see your times as an employee and right next to that you will see Substitute Report Times. In order to modify the Substitute Report Times you must click the chain link icon, which will then illuminate the option to modify the times. When you are indicating the start and end times, make sure it’s the exact times (i.e.  if your class starts 9:10 enter 9:10 as opposed to 9:00).

In the Reserveweb, I am only able to enter times on the half an hour. Is this the same in Absence Management system?
No, in Absence Management system you have the ability to enter in minute increments as opposed to half an hour increments. 

If I have an assignment at more than one location and I require a substitute, can I have the same sub for both locations?
Yes, you must create one absence using the advanced mode settings and add variations to your absence. When this is done it creates one absence for all of the locations chosen.

Can I call Human Resources and have them assign the substitute that I would like?
No, you will want to create a preferred substitute list/Fav 5 list in order to have a specific substitute be notified of your absence.

When I create an absence, how are substitutes notified of the absence?
Substitutes receive email notifications (if they are on a preferred list/Fav 5 list) and they are also called by Absence Management system regarding positions during the districts specified call times.