VIDEO: Basic Training

The absence creation process allows you to indicate important details (e.g. your absence timeframe, reason, and other classroom notes/attachments). 

You can create an absence via the "Create Absence" tab on the homepage or via the "Absences" option on the side navigation.  

Date Selection

When selecting your absence timeframe, click on the desired date within the calendar.
(The system will highlight your selection in blue.)

You can also click on multiple days to create a multi-day absence, and the days do not have to be consecutive. 

If you have a larger range of consecutive days, simply click and drag your cursor to select the dates. 

Absence Details

The absence details (i.e. absence reason, time, etc.) are located beside the date selection tool.

Let's go over what each of these details means: 

• Substitute Required: This option may already be predetermined for you, but you may have the option to choose if a substitute is needed for this absence. To change the option from Yes to No, just click to move the slider. 

•  Absence Reason: Choose your absence reason from the dropdown list. (Note: These options are pre-determined for you by your system Administrator.) 

• Time: Choose what type of absence this is. Is it a full-day absence? Is it a half-day absence? You have the option to choose a custom absence as well. If you do need to enter custom times, choose Custom from the dropdown and enter the custom times in the boxes provided (Note: Custom absences must be in quarter-day increments based on your work day). ​

Operational Details

The system also provides a few optional entries (e.g. notes to Admin, notes to Sub. etc.) to further support those who will review and fulfill your absence.

Note: The notes you leave for the administrator will not be visible to the substitute, but the notes you leave for the substitute will be visible to the administrator. 

Attach a File: Absence Management allows you to attach Word, Excel, and/or PDF files for your substitute to reference. (These documents might include lesson plans, seating charts, etc.) 

To attach a file, click the Choose File button and browse your computer for the file you want to attach. 

If you are using a web browser (e.g. Chrome or Safari), you may also be able to drag the file right into the drop area, as seen in the example below. 

Once a file is added, it will appear in the File Attachments section. 

Select the pencil icon to describe the attachment or click the trash can icon to delete it, if needed. 

Saving the Absence

Once you have filled in all required fields, click the Create Absence button at the bottom right corner.

Once the absence is saved, you will see a message with a confirmation number, and the absence will appear under the "Scheduled Absences" tab. 

And there you have it! You have successfully entered an absence into the Absence Management system. 

Now, go celebrate with some coffee and a bagel. You earned it! 

VIDEO: Advanced Training

There may be times when you need to create an absence that is a little more complicated.

Variation Example:
Let's say you need to account for a family illness as day one of the absence and you want to take a personal day for day two of the absence. For these unique scenarios, you can create variations within the "Advanced Mode" of the absence creation tool. 

In the "Create Absence" tab on the home page, click the Advanced Mode button. 

This selection will open the absence creation page. Here, you can add absence variations for more advanced absences.

Adding an Absence Variation

Let's say you want to create an absence similar to the one we described above (a different absence reason on each of the two days). 

While in Advanced Mode, fill out the top section as if you were creating an absence just for the first day, as outlined in Create an Absence (Basic).

Then, once complete, click the button + Add New Variation.

This will expand the absence creation area with a new section called "Variation #2".

In this new area, you can enter the information for the second day of the absence. 

This allows you to use one absence reason for the first day and a completely different absence reason for the second day.

Tip: You can add as many variations as needed to account for your unique situation. 

Once you have finished with the variations and are ready to save, click the Create Absence button. 

This preferred substitutes list consists of subs who you consider reliable, experienced, and preferred, and the substitute placement feature will attempt to contact these substitutes first when you create an absence. 

To access the "Preferred Substitutes" page, click the Account option in the side navigation. 

Now, click on the Preferred Substitutes tab. 

Adding Substitutes

From here, you can click the Add Substitute(s) button to update your list.

This opens the substitute selection page. 

Here, you can find the substitute(s) you want by using one of the search options provided. 

(You can search by last name via the search bar, filter by the first letter of the substitute's last name, or browse the complete list.)

Check the box beside the substitute(s) you want to add to your list and click Add to Preferred Substitutes to complete the process. 

Removing Substitutes

To remove a substitute from your Preferred Substitutes list, click the check box beside the individual you want to remove.

The Remove Selected Substitute(s) button will appear, and you can select it to remove the sub in question.

An employee's permission settings determine whether the option to require a substitute is provided during the creation of an absence. 

Need to update your settings? Contact the Center of Excellence (center@alamogordoschools.org) for assistance.

Once an absence is created, an employee can still review and make changes to that absence, but certain conditions apply. Consider the following pointers to better understand the process.  

If Unfilled/Unapproved

If an absence is unfilled and unapproved, an employee can edit: 

• Anything on the absence up until the Absence/Vacancy Cutoff takes effect

If Filled

If an absence is filled, an employee can upload file attachments and edit: 

• Absence Reason

• Notes to Administrator

• Notes to Substitute

If Approved

If the absence is approved, an employee can: 

• Only upload file attachments

Note: You cannot edit anything on the absence itself. Keep in mind, that you can still cancel the absence as long as it meets the Employee Cancellation Cutoff Time.

Those with Organization User permissions can find deleted absences on the Cancelled/Closed Absence Report. 

When they click a confirmation number on that report, the "Modify" tab will say, "Absence is not found", but they can still click the Absence/Vacancy Log tab to see the history of the absence. 

If you need to retrieve the absence, alert the Center of Excellence (center@alamogordoschools.org) as the support team will have to contact Frontline Education Support via chat, phone, or email and provide the absence confirmation number.

Users may also not have the option to cancel if they are too close to the start time of the absence. 

When canceling an absence, Campus Users must make sure to remove any assigned substitutes before canceling the absence or it will set the status to "Closed". 

If you need to retrieve the absence, alert the Frontline Administrator to contact Frontline Education Support via chat, phone, or email and provide the absence confirmation number.

You can download and access the Frontline Education Mobile app from your mobile app store. Directions to install this app on your device are available in the Creating an Absence through the App link. 

New! Login using Google SSO (district email). 

Use the Or Sign in with the Organization SSO link on the login page. 

Click the Or Sign in with the Organization SSO link again in your mobile web browser to get to the SSO lookup page. 

Type your district email address in the lookup field and click Look up organization sign in page. 

UPDATE: The 4-digit access code is no longer required when downloading the Frontline Mobile App.

Yes! Depending on your permissions, you may be able to access Absence Management from your smart device. 

First, open your device's Internet browser (Google Chrome, Apple Safari, etc.). 

Then, go to login.frontlineeducation.com/sso/alamogordo. 

You can easily save the site directly to your device's homepage using the Add to Home Screen option in the browser settings. 

Back at the login screen, sign in with your district email. 

Tip: You can save your login information to your device for easier access later.

Choose the Create an Absence option on the screen, and follow the available options.