Adding a new absence or time off request
Supervisors can submit an absence or time off request on behalf of their direct report employees directly from the calendars My Team tab.
To submit a new request, follow these steps...
1. Select the calendar page then select the 'My Team' view tab. Then select the 'Add Absence' button or click the specific date of the request directly on the calendar to bring up the add time off request window.
3. Fill out the following prompts in the add time off request window.
-Employee: Select the employee you are submitting a request for.
-Absence Code: Select the applicable absence code.
-Time Bank: Select the desired time bank you want the hours used to be deducted from.
-Calendar: Select the date(s) being requested.
-Hours: Edit the amount of hours to be used per day. They will default at 8 hours but can be manually adjusted.
-Comment Field: You can add an optional comment that will be visible to the selected employee.
-Add Documents: Attach optional documents to the request entry.
4. After making your selections, click on the 'Add hours' button to save the request.
5. Then return to the calendar page to view and approve the request.
After the scheduled day off occurs, the hours the employee took off will be marked as USED and should then be reflected on the employee's selected time bank.
If an employee does not have enough hours accrued to cover their request and a negative balance is not allowed as dictated by your time off policy configuration settings, then there will be a red warning message notifying that the request cannot be saved. If you want to allow employees to request time off while having a negative balance, an account owner or admin will need to adjust your time off policies configuration settings.
Approving or denying an absence/time off request
Anytime a direct report employee submits a time off request, it will be visible on the calendar 'My Team' view tab. All time off requests in the calendar are color coded for quick referencing of the requests current approval status.
An email notification is also sent out whenever a time off request is submitted by an employee. The email notification will go to whoever is currently assigned as that employees manager/supervisor. If one is not assigned to the employee then the email will go to the account owner by default.
To approve or deny a pending request, follow these steps...
1. Enter the Calendar page and select the My Team view tab.
2. Find the request on the calendar and select it to open the request details window.
3. A new window will open up showing the time off request details such as...
-Employee name
-Date the request was submitted on
-The absence code selected
-The time bank that was selected
-The date the employee requested for time off.
-Any files or notes the employee may have attached or documented when submitting the request will be visible. You can also document an optional comment that the employee will see after the request is approved or denied.
4. When done reviewing the request details, click on Approve or Deny to process the request. An email notification will then be sent to the requester to notify them of the approval status.
Note: If you select a past day off request that already occurred and cancel it, the hours that the employee used will be returned to their selected time bank on the following day.
Changing/Editing An Existing Time Off Request
At this time, you are not able to make adjustments or edits to an existing time off request. If an existing request needs to be adjusted for any reason, please cancel or deny the request and have a new request submitted with the needed corrections.
Downloading A Time Off Requests History Report
If you want to view time off requests offline or need the data for any reason, you may download a report from the calendar/my team view tab. This report will show a history of past and upcoming time off requests for all of your direct report employees. After downloading the report, it can be filtered to view specific data if needed.
To download this report, simply click on the download icon next to the 'Add Absence' button to save the report to your device for viewing.