Absence days and hours may not automatically recalculate after an employee's working pattern has been changed. This is expected system behaviour and requires manual action. Examples of reported issues include:
Absence days and hours are not updating after a working pattern change.
Future absence records are retaining incorrect values.
Incorrect total days or hours showing for an absence.
Cause
SelectHR does not support automated recalculations for absence records when a working pattern is changed. This is by design, as the system cannot determine whether existing absences are still valid under the new working schedule.
Working patterns that are currently in use by employees should not be edited.
Instead, a copy of the working pattern should be made and assigned to the employee via a new career history record.
Solution
To avoid inconsistencies when changing working hours or schedules:
Do not edit existing working patterns already assigned to employees.
Create a copy of the working pattern.
Assign the new working pattern to the employee via a new career history record.
For any future-dated absences, open the record using the edit workflow.
Review and re-save the absence to allow it to recalculate against the new working pattern.
Note: The system will not update historical or future absences automatically, as it cannot determine whether the original absence is still appropriate.
Example: Manual intervention is required
Scenario: Joe Bloggs works one day a week (Mondays, 9am – 6pm). He books a training absence for Monday 4 December 2023.
On Monday 6 November 2023, Joe’s working pattern changes so that he now works Tuesdays instead.
Issue: SelectHR will not automatically move the training absence from Monday to Tuesday. The system cannot know if the absence is still required, or if it should be rescheduled or removed.
Required action: The HR team must manually edit or delete the absence record, depending on what is appropriate.
Total days/hours showing as unexpected decimal values
Absence records are saved with specific values based on the working pattern active at the time the absence was entered:
Absence Date
Start Time
End Time
If a new working pattern is applied after the absence is created, the system does not recalculate those values. This can cause mismatches between expected and actual totals.
Example
Original absence values (old pattern) | New working pattern values | Result | Explanation | Solution |
Start Time: 10am
| Start Time: 9am
| Total hours now show as 9 instead of 10.
| The original absence record still contains data from the old schedule. The new pattern starts and ends 1 hour earlier, causing a mismatch. | Use the edit workflow on the absence to refresh it against the new schedule. |