Recording an absence: the right move for the day, and what it implies

The problem

A sick child, an appointment, an exceptional closure: absences are part of daily life. But recorded badly, they leave awkward traces, such as a child who was expected staying « to clock in » all day, and above all hours billed wrongly or deducted by mistake when the export to the CSA is generated.

Without a clear rule, every childcare worker improvises: one clocks the child in then deletes it, another notes nothing, and the manager discovers the discrepancies at billing time.

How Kidola solves it

Kidola provides a simple move for every situation: the ABS button on the home page for today, the Synthèse Hebdo (weekly summary) for a past or future date, and a group entry for a closure that affects everyone.

For each absence, you specify the reason and the « Facturer les heures » (bill the hours) box: ticked (the default), the hours stay included in the flat rate; unticked, they are automatically deducted when the export to the CSA is generated. The manager keeps an overview of all deducted absences in the Tour de Contrôle (control tower).

Step by step in the app

1. 1

   Today's absence: the ABS button

   On the home page, tap the ABS button next to the child's first name. It is the morning move for every expected child who does not come.

2. 2

   Past or future absence: the Synthèse Hebdo

   In Menu, open Synthèse Hebdo, select the child and the week, then tap the add button in the attendance column, choose Absence and confirm with Ajouter.

3. 3

   Closure or collective absence

   For a closure that affects everyone, use Ajouter une absence (add an absence) from the home page: the absence is recorded for all the children at once.

4. 4

   Specify the reason and the billing

   Enter the reason, then the « Facturer les heures » box: ticked, the hours stay included in the flat rate and nothing is deducted; unticked, the hours are automatically deducted when the export to the CSA is generated. The meal is indicated separately, depending on whether it is billed that day or not.

Pitfalls to avoid

• ⚠️Deducted absences can be checked by the manager in the Tour de Contrôle, Absences section: that is the checkpoint before billing.
• ⚠️Child clocked in by mistake: open their daily record, delete the arrival time, update, then mark ABS.
• ⚠️A later arrival or an earlier departure is not an absence: it is a request to change the hours.
• ⚠️If in doubt about billing an absence: record the absence and the reason, and let the manager decide on the « Facturer les heures » box.

Frequently asked questions