Absence and Vacation | Control absence visibility in WX calendars

Learn more about how to control absence visibility in Sage WX calendars.

By default, a team member's absence calendar in WX is visible to them and their manager. The absence calendar in the Team section in WX is available to a team's manager. It displays vacation, absence, and public holiday information for each member of the team.

The team absence calendar also displays to any team member who is a member of a group. It displays their own time off and the group members' time off. This is to the extent you permit by other settings in the org.

The visibility of absence records to team members' colleagues in WX depends on various permissions and settings:

  • Process visibility settings on the HCM package configure page

  • Policy settings

  • Absence accrual rule settings

Visibility in WX for a team member's colleagues

The visibility of absence records to team members' colleagues in WX depends on several permissions and settings:

  • Process visibility settings on the HCM package configure page

  • Policy settings

  • Absence accrual rule settings

Process visibility settings

To let a team member's colleagues see their absence records in WX: 

  1. Go to Setup. In Quick Find, enter installed, and select Installed Packages from the search results.

  2. For the Human Capital Management package, select Configure.

  3. In the Process section, scroll to the following processes:

    • FairsailProfile: Time Off

    • FairsailProfile: Time Off (Vacation)

  4. Select Others for each process.

    Screenshot: Processes and the selection of Others for each.

  5. Select Save.

Policy settings

The Show Absence Unless Private field in a policy controls the visibility of absence records on the WX view. Use this with the Is Private Default checkbox on the absence accrual rule.

If you select Show Absence Unless Private, all absence records are visible in the team member view. This is unless you define them as private the absence accrual rule.

If you don't select Show Absence Unless Private, the system hides all absence records for colleagues in the team member view.

To update the Absence Unless Private field on the policy:

  1. Go to the Policies tab.

  2. Select the policy you want to update.

  3. In the Absence – Paid Time Off section, go to Show Absence Unless Private and select/de-select the checkbox:

    Screenshot: The Show Absences Unless Private field in a policy

  4. Select Save.

For more information, see the Policy options in the Configuration options.

Absence accrual rule settings

The absence accrual rule setting Is Private Default defines if absence records you associate with the rule have Is Private checked by default or not. When you check Is Private Default in the rule, the system checks Is Private automatically in the associated records.

For example, you can set the absence accrual rule for sickness absence to be private by default. Then set the absence accrual rules for volunteering or jury duty to be not private by default.

To set a specific absence reason to default to Private:

  1. Go to Absence Accrual Patterns tab.

  2. Select the name of the absence accrual pattern hosting the absence accrual rule you want to edit.

  3. Select the name of the absence accrual rule you want to edit.

  4. In the section Other Absence, go to the Is Private Default field and select the checkbox. Make this particular absence always default to private.

    Screenshot: 'Is Private' Default field on the Absence Accrual Rule page.

    For more information, see Creating an absence accrual rule.

WX process visibility for cross reporting managers

The team members' cross reporting managers can have access to the team member's absence calendar. Use the process visibility settings to grant access to the Time off and Time off (Vacation) processes. This is for the cross reporting manager types.

Colleagues reporting to the same manager can see their team's absence calendar in the Team section in WX. Grant access to the Time off and Time off (Vacation) processes to the Others visibility group. Do this in the same way you grant access to the cross reporting manager types. Granting access to Others also displays the individual absence calendar for a team member. This is if a team member searches for a colleague and views the Time off process.

Note Cross reporting managers can see team member calendars in team view, but not cross reports.

Visibility to group members

Team members who aren't managers can access the team absence calendar. They can view absences for themselves and the other members of the groups where they're a member.

By default, group members can view public holidays and vacation you approved for other group members. The visibility of other kinds of absences depends on policy and accrual rule settings and the Is Private field in individual absence records.

Is Private field

The Is Private field is a checkbox in the absence object. For team members to override the default privacy setting, you can add this field to the Absence Team Member field set.