Absence Cube

Table of Contents

1. Submitting an absence
2. Adding a contact person
3. Verifying an absence
4. Using the absence log book
5. How absences affect the rest of the platform

1. Submitting an absence

Absences can be submitted in two ways:

• By the resident, using the Absence Cube
• By a team member on the resident's behalf through the back office or via the + button on the cube itself

To submit an absence as a team member:

1. Select the resident
2. Enter the departure date and return date
3. If the return date is not yet known, check the "return date unknown" box
4. Add the destination — if the resident has travelled before, previous destinations will be available to select and auto-populate

2. Adding a contact person

The contact person step lets you record who the resident will be with while they're out of the community — someone your team can reach if needed.

• When a resident is selected, any existing Connections on their profile will be available to choose as a contact person
• If the selected contact has a phone number on their profile, no further input is required
• If not, you'll be prompted to enter a new contact person and their phone number

This step is optional and can be removed from the absences flow entirely. If your team prefers to manage contact information elsewhere, reach out to your Customer Experience Manager to have it disabled.

 

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3. Verifying an absence

Verification confirms that a resident has left the community. There are two ways this can happen:

• At the kiosk: The resident searches for their absence record at a visit kiosk as they exit and confirms it themselves
• By a team member: Staff can verify the absence at the time of creation or from within the absence log book

 

 

Absences that are unverified will appear under "To be verified" in the log book, making it easy to catch any that need attention.

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4. Using the absence log book

Once created, all absences flow into the absence log book. From here, your team can view and manage all records in one place.

Status overview

The first time you open the log book, an icon key will display explaining what each status indicator means. This only shows once, so take note before dismissing it.

Filtered views

Use the quick filter buttons at the top to focus on relevant records:

• Leaving today — residents departing today
• Returning today — residents returning today
• To be verified — absences that still need confirmation
• Overlapping absences — cases where the same resident has two absence records with conflicting dates, useful for catching errors or duplicates

Managing records

From the log book you can:

• Create a new absence using the blue button
• Update the status to confirm a resident is back in the community
• Edit an existing absence if departure or return dates change

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5. How absences affect the rest of the platform

Absence data is shared across your back office tools so staff always have an up-to-date picture of who is in the community.

Back office flows

When selecting a resident in any back office area — such as transportation, activities, or dining — you will see whether that resident is currently absent and whether their absence has been verified. This applies across all back office options.

Dining census / POS

Absences are reflected in the dining census report within your POS, keeping meal counts accurate.

Evacuation report

When you export the evacuation report, it will include both visitor management sign-outs and all residents currently listed as absent. This gives you a complete picture of who is not on site during an emergency.

Make sure absences are verified and up to date — outdated or unverified records may affect the accuracy of your evacuation report.

 

 

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