Absence | How to Log Resident Absences

This article explains how to track and manage resident absences using the Visitor Management Solution and the Cubigo back-office.

Please note that this process is separate from the “Absences” tab in the Cubigo profile section. If you’re looking for resident profile absences, please refer to the appropriate Cubigo section instead.

The Resident Absence Logbook allows staff to log, update, and track when residents leave and return to the community. Below is an overview of how to navigate and use this feature efficiently.

Accessing the Resident Absence Logbook

• Go to the back-office menu
• Select: Absence > Logbook

Once inside the Logbook, you will see a grid displaying all current and past absences.

Features of the Resident Absence Logbook

At the top of the Logbook grid, you will find the following options:

• Search Resident – Quickly find a resident by typing their name.
• New Absence – Click to log a new resident absence.
• Calendar – Use the date filter to view absences for a specific time period.

Columns in the Logbook Grid

Each resident’s absence record contains the following details:

1. Resident: Name of the resident (click the column header to sort alphabetically).
2. Changed: Any status updates are automatically time- and date-stamped.
3. Screening: Indicates whether the resident was cleared for absence (Screening OK - Approved, Screening NOK - Refused).
4. Status: Displays whether the resident is SIGNED OUT, SIGNED IN, REFUSED, or CANCELED.
5. Action: Allows staff to cancel the absence if necessary.

Logging a New Resident Absence

1. Go to the back-office menu and select ABSENCE > Logbook.
2. In the top right corner, click New Absence.
3. A Sign Out Resident dialog box will appear with a Search Resident field.
4. Click on the Search Name field and enter the resident’s first name, last name, or residence number.
   
5. Select the resident from the search results.
   
6. Click Sign Out to complete the process.
   
7. The Status column in the Logbook grid will now display SIGNED OUT for the resident.

Change the Status of a Resident Absence to Screening OK

1.  Locate the resident and the absence event in the Logbook grid

2.  To open the absence event, click on the row that contains the resident and the absence event  

3.  In the Sign-in & Checks section, check the box next to Screening OK if there were no screening issues

4.  When you check Screening OK, the Status button will change to APPROVE by default (if necessary,

     REFUSE is still an option for selection)

5.  Adding a Note is optional (only Staff can see the Notes)

6.  If you are finished, click on the [Submit] button

Change the Status of a Resident Absence to Screening Not OK

1.  Locate the resident and the absence event in the Logbook grid

2.  To open the absence event, click on the row that contains the resident and the absence event  

3.  In the Sign-in & Checks section, if there were screening issues, DO NOT check the box next to

     Screening OK, leave the box UNCHECKED

4. By default, the REFUSE button should already be selected

5.  Adding a Note about the refusal is optional (only Staff can see the Notes)

6.  If you are finished, click on the [Submit] button

Cancel a Resident Absence

1.  Locate the resident and the absence event in the Logbook grid

2.  In the Action column (last column on the right), click on the Choose drop-down menu

3.  Select Cancel

4.  The status of the resident absence event will now be displayed as CANCELED

Evacuation Report

Please note that the absence logbook is connected to the evacuation report available under Information>Evacuation Report. Any absence created within the absence logbook will also appear as a resident sign out action within the evacuation report 'Residents' tab.