The Time Off Planner allows managers to process time off requests from a broad-perspective menu which can be filtered to display certain groups of employees (by department, class etc.) and specific request types (vacation, float day etc.) for a specified time period. Any time off limits and / or black out periods that have been configured can also be made visible on this menu.
To access the Time Off Planner
▪Select the Requests menu. ▪Select Time Off Planner.
The following menu will appear:
This Planner is currently showing all the requests and their status for the period selected. Hovering over the status icon of a request will display brief details of the request.
To see the shift's detail, hover over top of the shift and the detail pop-up will be displayed.
Statistics Footer
The bottom section of the Planner menu is where you will see the statistical details of ALL requests, including any restrictions that have been set. To set which status levels are displayed, use the icon shown below and tick the desired Footer status options:
Processing Requests
To process a request, select the request, click on the Actions icon, and select Process Request.
On the Process Request window, you may choose Select Employee to cover the requesting employees scheduled shift.
Use the filter (funnel icon) to filter the employees (by class below).
You may then choose an employee to cover the requesting employee's shift by clicking on the check box beside the employee's name. ▪Click Submit.
The selected employee now appears on the Process Request window. To remove the employee, click on the red X.
You may check that this employee is not breaking scheduling rules by clicking on the Validate All button (above). If there is scheduling issues, the validation window will open with an explanation similar to the one below.
If there is no schedule conflict, the following message will appear:
Once saved, the Confirmation pop-up window will appear.Click Approve anyway.
The result is that the employee's Time Off Request has been approved. The status is now Approved, and the availability is set to unavailable.
If we look at the Daily Schedule, we will see that Wendell Visser was booked to cover Marie Clayton's Time Off Request.
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Select which details you wish to display in the statistics footer by clicking on Show Settings and check off your choices in Show in Footer:
Show in Details Choose to see the Schedules, Attendance Codes, and employee Availability.
Show in Footer Unprocessed/Pending How many requests (based on your filter) that are waiting you to review and approve.
Approved/Reviewed How many requests (based on your filter) have you reviewed or approved.
Denied How many requests (based on your filter) you have denied.
Variation The difference between your set hours Limit and actual booked time off.
Limit If you have set a restriction for the total number of employees (in this filter) can be scheduled off in one day, that number of employees will display here – in our example 5 employees has been set as a per shift limit.
Unbooked Shifts The number of unbooked shifts.
Synchronize with Employee Panel When flagged ON, you may select the employee's name from the Employee Panel on the right side of your menu. You will then be automatically taken to the corresponding record on the left-hand side (if applicable).
Notify Employee By When selected, the employee will be notified by either email or text message that there has been a change in status made to their time off request.
Show Filter Choose the details you wish to see while working in the Planner including statistics. Click on the Show Filter icon to configure your view.
Restrictions This option allows you define what you see on the Planner. You may view one of your predefined Restrictions from the drop-down menu or choose to see all requests. Attendance Codes If you have chosen a predefined restriction, this field will automatically populate with the set Attendance Codes of that restriction.
Reason By Choose the reason for a Time Off Request by selecting the Attendance Codes to include on the Planner.
Requests Select which Time Off Requests you wish to see in the Planner based on the request’s status.
Toolbar
Date Select the date you would like to view using the date window. To select from the calendar, click in the date window.The arrows will move the date either forward or backwards by a day.
Date Range You may select how far out you would like the Planner to display by selecting a view.
Instantly refreshes the totals of the statistics.
Allows you to see Time Bank details of the employee you have selected.
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Managers may set Restrictions and/or Blackout Dates for time off requests in their departments.
Blackout Dates are used to prevent employees from requesting time off on specific dates, i.e. during peak season, etc. Blackout Dates may be set for ALL departments and classes, or for specific departments, classes or department/class combinations.
Setting Time Off Restrictions allows you to control how many hours or number of employees may be scheduled off per day. You may also define the number of days in advance employees must submit their time off requests.
You may set Time Off Restrictions using the Time Off Rules.
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