Time off activity used
Fires when an employee registers time off on one of the time off activities you have selected.
Where the other sickness triggers watch all sick leave and fire on how much of it there is, this one watches a chosen few time off activities and fires on the fact that one of them was used at all. That is what makes it the trigger for the special activities a workspace keeps apart — a carer’s leave, a work-injury absence, a long-term sickness activity — where the first registration is itself what HR needs to know about.
When to use
Use it when a particular time off activity carries an obligation the moment it is used: a report to file, a case to open, a reimbursement to claim, an occupational-health referral to make. Send it to a shared HR address, to the manager, or both.
For “this absence has now lasted 30 days”, use Consecutive sick days. For “this person keeps having short absences”, use Sick days in period.
Parameters
| Parameter | Description | Default |
|---|---|---|
| Time off activities | The time off activities to report on. Pick one or several. | none |
The list offers your time off activities — the ones an absence can be registered on, set up under . An advisory with none selected sends nothing at all; it never falls back to reporting every absence.
How it works
Every night mTime looks for absences on the selected activities that began in the last few days, and sends one message per absence.
A few rules decide what counts:
- The absence is reported when it begins, not while it runs. A one-day absence is reported the following night, after the employee is already back — which is the point, since single days are most of what these activities record.
- Weekends, holidays and other non-working days do not break an absence. Away on Friday and again on Monday is one absence starting Friday, not two.
- A working day back at work starts a new absence. Away Monday, in on Tuesday, away again Wednesday is two absences, and sends two messages.
- Each selected activity is followed separately. Switching an ongoing absence onto a selected activity part-way through starts a new absence on the day of the switch, and so does switching from one selected activity to another — ordinary sickness becoming long-term sickness on the Thursday is reported on the Thursday, even though the person never came back to work in between. That is usually the message that matters most.
- Absences that started more than a few days ago are not reported. An absence backdated well into the past does not trigger the advisory.
Each absence produces one email, however long it then runs.
Absences typed directly onto the timesheet count exactly like requested ones, and an absence still awaiting approval counts too — the employee is away either way.
Who it reaches
There is no separate setting for “only certain employees”. Time off activities already control who may use them — through their availability under , or through the time off policy behind them — so watching an activity watches exactly the people it is available to. The advisory’s own Employees section is still available if you want to narrow it further.
Message
The trigger’s standard message reads:
{employee_name} has registered {activity_name}
{employee_name} registered time off on {activity_name}, starting {start_date}.
Available variables: {employee_name}, {workspace_name}, {date}, {activity_name} (the time off activity used) and {start_date} (the first day of the absence).
When you watch several activities, {activity_name} names the one the absence began on, so a single advisory can cover a whole family of them and still say which was used.
The activity is named in the workspace’s language, the same for every recipient — so a message sent to an employee, their manager and a shared HR address reads identically.
Examples
A work-injury absence opens a case
- Add an advisory and select the Time off activity used trigger
- Under Time off activities , select your work-injury activity
- Under Recipients, add your HR address
HR hears about every work-injury absence the morning after it is registered, once each.
Carer’s leave to the manager
- Add an advisory with the same trigger
- Select the carer’s leave activities under Time off activities
- Turn on Manager as the recipient