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Creating an Absence

Mark yourself as unavailable so The Club Schedule automatically skips you for role assignments during dates when you can't attend.

What Is an Absence?

An absence represents a date range when you're unavailable for club meetings or role assignments. When you create one:

  • You won't be assigned any roles during those dates
  • The scheduling algorithm automatically skips you
  • Club officers can see your unavailability for planning purposes
  • The absence applies immediately to future schedule generation

When to Create an Absence

Create an absence for any period you can't attend meetings:

  • Vacations or holiday travel
  • Business trips
  • Family commitments
  • Medical appointments
  • Extended leaves or sabbaticals

Create absences as soon as you know your dates. This helps officers plan better schedules and avoids last-minute reassignments.

How to Create an Absence

Step 1: Navigate to My Absences

  1. Log in to The Club Schedule
  2. Click your name in the top right corner
  3. Select My Absences from the dropdown menu

Step 2: Add a New Absence

  1. Click the Add New Absence button
  2. Enter the start date and end date of your absence
  3. Add an optional note (e.g., "vacation" or "business trip")
  4. Click Save

What Happens After You Submit

  • The absence takes effect immediately for any future schedule generation
  • If a schedule has already been published for those dates, your existing assignments remain --- contact a club officer to reassign them
  • Officers can see your absence dates when planning schedules

Managing Your Absences

From the My Absences page, you can:

  • View all your current and upcoming absences
  • Edit an absence to change the dates or notes
  • Delete an absence if your plans change

Tips

  • Plan ahead --- add absences as soon as you know your schedule conflicts
  • Check the calendar --- make sure your absence dates cover all meetings you'll miss, not just the travel dates
  • Communicate --- if an absence comes up after a schedule is already published, let a club officer know so they can find a replacement
  • Be specific with notes --- a brief note helps officers understand the context without needing to follow up

Privacy

Absence notes are visible to club officers for planning purposes. Keep notes brief and professional --- you don't need to share personal details.

Troubleshooting

I created an absence but I'm still assigned to a role

The absence only applies to future schedule generation. If a schedule was already published, your existing assignments won't be automatically removed. Contact a club officer to reassign your roles.

I need to change my absence dates

Go to My Absences, find the absence, and click Edit to update the dates.

My absence was deleted but I'm still unavailable

Create a new absence with the correct dates. Deleted absences cannot be recovered.