Tracking when employees take time off can be tracked under Employees-->Time off. The Time off tab is split into two areas. One for Time Off and one for Special Days.
Time Off and Special Days work independently of each other but in cases where data should be in both areas, add to the Special Days first and then copy records from there to Time Off.
Time Off
The Time Off area is transaction based and lets you add banked hours that employees can be paid out. To add Transactions directly to this area, first select an employee, then right-click on the Transactions list to Add/Edit transactions.
When entering the quantity of hours, use a positive value to add available hours to their banked hours, and use a negative value to subtract hours as they are paid out.
The Banked Hours list will show a running total of transactions for each Type for the selected employee.
Date - The date of the transaction (Note: Unless using the ‘Add Date Range’ option, the transaction will default to today’s date.
Type - Select the type of transaction. This is a customizable list, but starts with Holiday, Vacation, Personal Time and Other.
Hours - Quantity of hours. A positive number adds available hours to the employees banked hours. A negative value subtracts from the banked hours.
Note - A user note to indicate why the transaction exists. Examples: “Christmas”, “Doctor’s Appointment”.
Add/Modify a Type: When the window opens, to select the Type, right-click the list of Types to modify the list.
Special Days
The Special Days area is used to add atypical days to the calendar and indicate when one or more employees are working hours different from the typical schedule. Right-click on the Special Days list to add/edit records and to copy records from Special Days to Time Off
Records entered here will affect capacity hours on the Calendar.
Adding Global records here will affect date formulas that add Workdays.
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”