Managing Office Staff and Absences (TransMaS Plus)

With TransMaS Plus you can manage office staff absences alongside driver absences - same calendar, same allowances, same approval process. You begin by adding your office team in the Office Staff settings.

How to add office staff

1. Go to Settings, then under General Settings select Office Staff.
2. Click Create New in the top right.
3. Fill in the Name and Start Date - these are required.
4. Under Personnel Details, you can assign a user as the staff member's Manager. The manager receives their absence requests and, with the right permission, can approve them - see Absence Approvals.
5. Save, then open the Roster tab to set their holiday allowance and, if you want, a shift pattern.

To change someone's details later, go back to the Office Staff list, click the view icon at the end of their line, make your changes and click update.

Setting the annual holiday allowance

Like drivers, office staff need their yearly allowance set so their remaining leave is calculated correctly. The total for a year is days + brought forward - paid.

1. Open the staff member from the Office Staff list and go to the Roster tab.
2. In the Absences card, fill in the Days, B/F and Paid figures for the current and next year.
3. Click Update.

Shift patterns for office staff

The Roster tab also lets you assign a shift pattern to an office staff member. For office staff the pattern is used to work out which days count as working days - for example, an absence request over a weekend only uses up the days they actually work. Office staff shift patterns do not create schedules on the scheduler and do not appear on the Driver Roster.

Viewing and filtering absences

• Absence Calendar - the monthly calendar has a dropdown in the top right to show All Staff (the default), Drivers Only or Office Staff Only.
• Office Summary - under Absence in the left-hand menu, alongside the Driver Summary, for an annual overview of each office staff member's allocation, booked and remaining leave.

Adding an absence for office staff

The process is almost identical to adding one for a driver:

1. Open the add absence window (quick add menu > Absence, or the Add Absence button on the absence screens).
2. Select Office Staff under the Staff Type field.
3. Complete the remaining fields - staff member, reason, dates and half day if needed.

Depending on your permissions, the absence is either approved straight away or sent for approval - see Absence Approvals for the full picture.

Common questions

I cannot see the Office Staff menu. Office staff management is part of TransMaS Plus - if you are not on Plus, contact us to upgrade.

Do office staff appear on the Driver Roster? No - the roster is drivers only. Office staff absences appear on the Absence Calendar and the Office Summary.

Do office staff shift patterns create schedules? No - they are only used to work out which days count as working days for absences.

Who gets notified when an office staff member's absence needs approval? Their assigned manager if they have one; otherwise everyone with permission to approve office staff absences. See Absence Approvals.

Related

• Absence Approvals - permissions, notifications and the pending approvals screen.
• Managing Driver Absences - the same tools for your drivers.
• Managing Shift Patterns - creating patterns to assign to staff.