General: Other Settings: Diary Events

Descriptive name of the diary event type

Description of the diary event type

A single letter abbreviation that makes the event recognisable when added to
the Employee diary

This is the code which is sent to the payroll

The Bill code for the event

These values are used to flag Holiday and Sickness type events.  Within the Absence Management Module they indicate that a potential payment could be made. The value in this field can be one of six that are currently used in Timegate Web v18.2 onwards:

• Employee Sickness

• Injury on Duty

• Time Off in Lieu

• Employee Holiday

• Incident

• Absence

• Parental Absence

(More details about this field are provided below)

A Diary Events category that can be used for reporting purposes

Return to the general settings menu

Select Add to open the “Add a Diary Event” sub-screen so that you can create a new Diary Event type. The details of the buttons and fields on this page are detailed below

Mandatory descriptive name of the diary event type

Mandatory description of the diary event type

A single letter abbreviation can be added to the event so it can be easily recognisable when added to the Employee diary.

There are reserved letters of “D” for Duty and “R” for Rest Day that cannot be used, however, lower-case “d” and “r” could be used instead.

Using a combination of color (see below) and letter could give a good indication of the Diary Event without drilling into the detail. For example,

• Holiday Request could be Green Background with an “r”

• Paid Holiday could be Green Background with an “H”

• Holiday Unpaid could be Green Background with a “U”

• Holiday Rejected could be Green Background with an “X”

System Diary Events links with incident recording within both the diary and absence management.

The System Diary Event should be left as (None) otherwise the System Diary Event listed as Incident is used in conjunction with the incident log to record diary events as incidents (for example, Duress calls and similar).

Within the optional Absence Management Module, the System Diary Events are used to flag Holiday and Sickness type events.

The System Diary Events listed below are shown in the drop-down list. They are used to tell the Absence Management Module that a potential payment could be made:

are used to flag Holiday and Sickness type events. They are selected using a drop-down list. Within the Absence Management Module that a potential payment could be made:

• Employee Sickness - used for all Sickness Payments such as SSP and Company Sick Pay Schemes

• Injury on Duty - used where the Employee is paid for being injured whilst on duty and not through the standard Sickness schemes

• Time Off in Lieu - used where Time Off in Lieu is to be given as paid leave

• Employee Holiday - used for all holiday payments

• Absence - used for payments that are more generic such as Jury Service, Compassionate Leave and Suspension Pay

• Parental Absence - used for Payments such as Paternity and Maternity Pay

Note: The System Diary Events listed as Employee Contract End and Jobs are no longer in use within Timegate Web v18.2 onwards, therefore, they should be ignored.

Use this option to select the status of an Employee. Options for employment status are as follows:

• Active - Actively Employed

• Leaver - Leaver

• Pre-emp - Pre-employment

• Probation Period

• Suspended

• Vetting Failed - Vetting Failed

• Vetting in Progress - Vetting in Progress

• Vetting Complete - Vetting Complete

This option has been provided to enable you to group Diary Events by category for reporting purposes (Diary Event Categories are created/managed/deleted from within the Admin | General | General Maintenance | Diary Event Categories setting page)

Select background fill color of this type of diary event (when displayed on the diary screen) - by default this is white (#FFFFFF)

Select text color for this type of diary event (when displayed on the diary screen)- by default this is black (#000000)

Select this option to ensure that the event shows up in the Note Monitor

Select this option to ensure that the event is displayed in the Note Filter

This setting enables you to control who can see, create and edit this type of diary event. If a diary event is relevant for a user’s function role (function role(s) selected here) they will be able to see the event and be granted access to it.

Select the magnifying glass to choose the functional role(s) you wish to assign to the diary event. Once selected, confirm by selecting Select:

Note: The function role will only be checked at the point the user attempts to add/edit a diary event. If an existing diary event is of the type unavailable to the user, the Edit will not be available. If the user is able to access the Diary Event page (e.g. add or selecting a permitted type), the selector drop down will prevent the user selecting a type for which they have no access.

Select from the drop down list

Select Allow Duty Overlap to ensure that by default that the given diary event can be overlapped by other duties

By selecting this option, Timegate Web is being configured to allow a diary event to be created that will remove the duty (and the Employee) from duties that fall in that diary event range.

This will only occur if the Employee is in the scheduled or operational phase of the duties

Select Allow Diary Overlap to ensure that by default that the given diary event can be overlapped by other diary events

Time Spanning indicates that the event will have a start and finish time, as opposed to being an event that happens at a single point in time

When selected, allows a diary event to intersect with a duty start and/or finish time.

Note: This is different from Allow Duty Overlap, which will disallow any overlap between duties and diary events if not switched on

If selected, when adding or amending a duty, a pop-up will be displayed with a comments box so that comments can be made about the change. This will be recorded

If selected, when a duty comment is written to diary, it is displayed as well as stored

When selected (by default) diary entry will be visible in the Employee Portal so that they can see it. You may wish to disable this to hide confidential/personal content or other details that you do not want to be displayed in the diary

When selected any comments relating to the diary event will be visible within the Employee Portal so that employees are able to read them

Enter your Pay Code the drop-down list (this is the code which is sent to the payroll). This is used to tell the Payroll system how to classify the payment when sent to a third party solution using the interface

Note: Not all interfaces send Absence Information, contact your TEAM Software representative for further clarification.

The Pay Code is normally linked to a Pay Element in Payroll and therefore must exist in the Payroll System before being used in Timegate Web

Note: Values of over 10 characters long should be entered into the External Pay Code field below

Select Bill Code the drop-down list - Only used within the Absence Management Module

Note: Values of over 10 characters long should be entered into the External Bill Code field below as this field is restricted to 10 characters only, whilst the one below have the space for 50 characters.

Select to include when calculating absence - Only used within the Absence Management Module. When selected this:

• Includes the diary event into average calculations

• Includes the diary event into accrual amounts so the event accrues holiday

Unique payroll number for exporting to those systems that require of 10 or more characters

Unique billing number for exporting to those systems that require of 10 or more characters