Lumary WFM - This article explains how to record when a worker calls in sick, and how to quickly assign a replacement worker to affected sessions using the live schedule.
If a worker calls in sick, whether for a full day, multiple days, or part of a session, Lumary allows you to log the sick leave, automatically update the live schedule, and reassign sessions to ensure continuity of support.
This article explains how to:
- record sick leave via the sick call button
- view the sick leave on the live schedule
- find and assign a replacement worker
Record sick leave via the sick call button
- From any page in Lumary, click on the Sick Call button in the bottom left corner. This will open a sick call popup. The following table explains the fields on the sick call popup. The fields available may depend on your permissions and how leave has been set up in your environment. Mandatory fields are marked with an asterisk.
-
Field Use * Worker Search for and select the worker that will be taking unplanned leave. * Start Date Use the date and time fields to set the start date and time of the appointment. * End Date Use the date and time fields to set the end date and time of the appointment. * Availability Type
This field will auto-fill as Unavailable and cannot be modified. This is to limit the use of the sick call feature to unplanned leave. Other leave should be added as a request by the worker or directly to the worker's record. * Leave Type This field appears once you select a worker. The options will be limited to unplanned leave and will depend on the type of leave available for your worker. Description This is a free text field where you can add a description of the leave or any other additional information. Estimated Leave Balance (Hours) The estimated number of hours of leave available for this worker prior to this leave request. Estimated Leave Requested This will show:
- the number of hours during the time indicated that will be counted as leave, and
- the number of days that will be impacted by the leave.
- Once you've filled in all of the mandatory fields, click on the Save button.
- This will create a new availability record that captures the leave. The Status field is automatically set to Approved for inclusion in leave processing. Lumary calculates leave hours using the live schedule first, then the base roster if no published roster exists. Unpaid breaks, sleepovers, and overtime are not counted. Payroll and timesheet information are updated automatically.
View the sick leave on the live schedule
After saving the sick leave, it appears on the live schedule in red:
- Click on the Scheduling tab in the nav bar. If you can't see this tab, you may need to check under the More drop-down list or click on the App Launcher nine dot grid
and search for scheduling.
- Hover over the leave to see details such as duration and hours deducted. Any sessions scheduled during the leave are automatically cancelled and shaded grey. Cancelled sessions move to the Unassigned section at the bottom of the live schedule for reassignment. The leave also appears in the worker’s Contact record → Availability → Leave section.
Find and assign a replacement worker
Once the sick leave is recorded, assign a replacement worker to any affected sessions.
- Right-click the unassigned session and select Modify Workers.
- Follow these steps to Modify Worker.
The new worker will see the session under My Upcoming Sessions in the mobile app. Direct assignment does not send a push notification, so contact the worker directly if it’s last-minute.
Tip: To offer the session to multiple workers and see who accepts, use the Send an offer from the live schedule feature.