Last modified by: Peregrin Maksimovich -

Managing Time Off Requests

In order for your organization to use Time Off Request features it must be enabled and the employee and supervisor must have the appropriate security roles and department access.  Contact the Includables if you require access.

 

Contents

Reviewing Requests

Choosing an Option for Time Off Shift Coverage

Time Off Shifts Displayed In Scheduling

Employee and Manager Setup For Time Off

Employee Default Day Off Length and Viewing Balances

Employee Security Role Required to Submit Requests

Manager Security Role Required to Approve Requests

Setting the Primary Supervisor for a Program or Department

 

Reviewing Requests

To review time off requests submitted by your team members, from the Home page

1. Select Review Time Off Requests

Review_Time_Off_Request.jpg

 

2. Select View Details for the request to be reviewed.  (Note if your organization bids for vacation by seniority you can sort list)

 Manager_Time_Off_Listing.png

3. Review the request, confirming the employee has time available, and Approve or Deny the request and the Send Response, otherwise choose Return to List if you are not ready for the final confirmation

Time_Off_Request_Review.jpg

 

 

Choosing an Option for Time Off Shift Coverage

After approving a shift you will provided with the option to determine how the open shift period should be covered if at all, if the employee had already been scheduled.  Note that if the employee did not have a scheduled shift for the day, the time off request shift will be inserted without any further action required.

 

Time_Off_Shift_Conflict_Options.jpg

 

Time Off Shifts Displayed In Scheduling

Once approved, time off shifts are inserted automatically into the schedule and are hatched in pink and will appear with an icon when viewing the shifts in active department.

Schedule_View_Time_Off_Shifts.jpg

 

Employee and Manager Setup For Time Off

 

Employee Default Day Off Length and Viewing Balances

To view an employee's time off balances choose the Time Off tab in their profile.

You can adjust their standard day length that will be inserted if they request a full day by overriding the default length set for the organization.

 

Employee_Time_Off_Default_Setting.jpg

 

Employee Security Role Required to Submit Requests

To enable the role for an employee to begin submitting time off requests, from their employee profile choose Edit User ID and add the following Role to their security.

 

Employee_Time_Off_Role_Add_On.jpg

 

Manager Security Role Required to Approve Requests

To enable the approval role for a supervisor, from the employee profile for the supervisor choose Edit User ID and add the following Role to their security.

Manager_Time_Off_Role_Add_On.jpg

 

Setting the Primary Supervisor for a Program or Department

All users with the Manager - Time Off Review Add-On role and access to the department the employee request originates from will be able to approve the request, however only the primary department supervisor will receive an email notification.

To set the primary supervisor go to Organization Details and then Payroll Department and choose the department you wish to set, then choose scheduling and scroll down to access the setting.  Note that you must have administrative access to change this setting.

 

Setting_Department_Primary_Supervisor.jpg

 

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