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Global - Indicates that the record is global and shows up for all employees. If this is unchecked, the record is a Personal record and only affects the selected employee
Type - Workday or Day off. To indicate that a date that is not a Workday is now a Workday, add a Global record and set the Type to Workday. To indicate that a date that is a Workday is now a Day off (i.e. Holidays), add a Global record and set the Type to Day Off.
Date - The date the calendar override starts
End - Optional. The date the calendar override ends
Hours - This is an override of the typical hours. For records with Type set to Day Off, a blank value is the same as zero. If an employee is working a partial day, enter the amount of hours they are working that day. For example if they typically work a 8 hour day and they are leaving 2 hours early, enter 6.
Note - A note to indicate why the records exists. Examples: “Christmas”, “Doctor’s Appointment”
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Time Off Tab in Timeclock Module
In addition to managing time off by employee in the Employee module, you can also add time-off requests in the Timeclock module.
The Time Off tab in the Timeclock module is also where supervisors go to approve/reject employee’s time-off requests. In the same fashion as from the Employee module, you can add/modify Global Special Days, as well.
View the entire organization’s employee time-off requests along with global special days (holidays or any other scheduled company closure) in a single linear calendar view.
Navigate to the Timeclock module.
Select the ‘Time Off’ tab.
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Add a Time-Off Request
To add a new time-off request, you can either (a) click the ‘Request Time Off’ links, or (b) Right-mouse-click anywhere in the time-off request panel.
Click the desired Start Date on the calendar to populate the Start Date.
Click the desired End Date on the calendar to populate the End Date.
Select the type of absence from the ‘Reason’ dropdown by clicking on the the field.
Add a note describing the purpose of the time-off request. (Optional)
Clicking Send Request will add the request to the calendar where it will display in yellow until approved by the Supervisor, at which time it will display on the calendar as a green bar.
Approved time-off requests will appear on the calendar as green bars. Unapproved time-off requests will appear as yellow bars, and Global Special Days (Holidays and other scheduled company-wide closures) display in red.
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Approve/Reject Request (Supervisor)
The employee’s supervisor will appear in the ‘Supervisor’ column. As a supervisor, you will have the ability to approve or reject one of your report’s requests.
To approve a time-off request:
Select an unapproved employee time-off request (indicated by the blue check in the ‘Request’ column and the request displays in yellow)
Right-mouse-click to open the pop-up context menu.
Select ‘Approve Request’ from the menu.
Populate the ‘Response’ and ‘Note’ fields if desired, and click ‘Approve’.
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Reject Request
Follow steps 1 and 2 above.
Select ‘Reject Request’ from the pop-up context menu.
Provide a reason for rejecting the time-off request.
