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”
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.
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.
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’.
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.
