Dental Attendance, Time Off, and Coverage System

In a practice of eight, a 7 a.m. call-out can change the entire morning. Someone needs to cover the chair, Friday's PTO requests need to fit the schedule, and repeated late arrivals need a conversation. When attendance lives in a hygienist's head and PTO is tracked on a paper calendar, short-notice absences can turn into a scramble that costs production. A shared workbook gives the practice manager a clearer picture of the day.

The Dental Attendance, Time Off, and Coverage System brings attendance tracking, time off, and coverage planning into one workbook. It includes an attendance point engine and three planning tabs: Coverage Planner, PTO Blackout and Shift Swap, and Short-Notice Absence Protocol.

What is inside

• 1. Dental Attendance, Time Off, and Coverage Workbook (Excel). The attendance point engine logs occurrences, applies a rolling window, and tracks discipline stages. A protected-absence flag keeps absences that should never earn points separate from those that should. Three planning tabs support daily staffing: Coverage Planner shows who covers each station, PTO Blackout and Shift Swap helps coordinate time off, and Short-Notice Absence Protocol provides steps for a 7 a.m. call-out. The worked example shows a protected absence counting zero, an old occurrence aging out, two people at a discipline step, and one uncovered station flagged on the board. Works in Excel or Google Sheets.
• 2. Using This Workbook in Google Sheets (PDF). A one-page guide to importing the workbook and what to check afterward.
• 3. Quick Reference (PDF). A one-page reference for the front desk and practice manager covering point values, discipline thresholds, call-out steps, the call-in rule, and leave that must never receive attendance points.

Also included: Start Here and the Product License. One license covers everything in this kit.

What makes it different

The point engine tracks attendance and discipline stages over a rolling window. The three planning tabs help the practice manager see who covers each chair, coordinate time off, and handle short-notice absences.

The protected-absence flag separates absences that should receive zero points from those eligible for points. The worked example shows how the workbook handles these situations before you enter employee names.

Questions practice owners ask

What kind of tool is this?

This is an HR tool for managing staffing coverage and attendance. It includes the points engine, coverage planner, PTO and swap view, and short-notice protocol. The dentist remains responsible for clinical scope, supervision, and licensure under state board requirements.

Can I change the point values?

Yes. Set the point values and thresholds for your practice, and the workbook uses your numbers to track discipline stages.

Do I need special software?

No. The workbook opens in Excel or Google Sheets, and a short Google Sheets import guide is included.

The Dental Hiring Kit covers hiring for clinical and front-desk roles, and the Dental Onboarding System provides a plan for a new hire's first weeks. The Dental Practice HR System brings these tools and the rest of the practice HR system together in one purchase for less than buying the parts separately.

What is the refund policy?

Digital products are covered by a 30-day money-back guarantee. To request a refund, email support@truestephr.com or reply to your receipt within 30 days of purchase.

How the download works

Your files arrive as a single ZIP download, best opened on a computer. Save it, extract it (right-click and select Extract All on Windows, or double-click on a Mac), then open the Start Here file first. PDFs open in any reader, and editable files work in Microsoft Excel or free equivalents, including LibreOffice and Google Sheets. No other software is needed. Step-by-step help for every device is at truestephr.com/pages/download-help.

Scope

These working tools and editable templates help you handle performance, conduct, and people decisions clearly, consistently, and defensibly. Performance, pay, and conduct conversations can have legal consequences, and discipline, documentation, and termination rules vary by state. For potential discipline or separation, or complaints involving harassment, discrimination, retaliation, or safety, have qualified counsel review the facts and your next step against applicable law before you act. General HR information, not legal advice.

Built to the TrueStep HR standard. Backed by a 30-day money-back guarantee. Questions: support@truestephr.com.