The Time Off Planner provides a view of a group of employees' (by department, class etc.) Time Off Requests for a selected period.
This allows the manager to see who is already off or if limits will be broken before processing requests.
Managers may also set Blackout periods which will restrict employees from submitting requests during the restricted date range.
The Time Off Planner allows a manager/supervisor to view all the Time Off Requests in his/her area on one screen. This section will detail the ways in which a manager can use the Planner when working with Time Off Requests.
▪Select the Requests menu.
▪Select Time Off Planner.
The Planner 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.
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. Which status levels shown are set using the
To Process a request, click on the Actions icon, and select Process Request.
On the Process Request window, you can choose Select Employee to cover the requesting employees scheduled shift.
Use the Filter (Funnel icon) to filter the employees (i.e., Department and Class).
You can then choose an employee to cover the requesting employee's shift by clicking on the check box beside the employee.
The selected employee now appears on the Process 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. If there is scheduling issues, the validation window will open with an explanation.
Once saved, the Confirmation pop-up window will appear. The Validation is telling us that the requesting employee is scheduled for a shift on the date they are requesting to be off. 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 John Berg was booked to cover Karen Wood's Time Off Request when we process the Time Off Request:
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 in the Planner.
Show in Footer
How many requests (based on your filter) that are waiting you to review and approve.
How many requests (based on your filter) have you reviewed or approved.
How many requests (based on your filter) you have denied.
The difference between your set hours Limit and actual booked time off.
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.
The number of unbooked shifts.
Synchronize with Employee Panel
When flagged ON, you can select the employee's name from the Employee Panel on the right side of the screen. 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 message that there has been a change in status made to their Time Off Request.
Choose the details you wish to see while working in the Planner including statistics. Click on the Show Filter icon to configure your view.
This option allows you define what you see on the Planner. You can select to view one of your predefined Restrictions from the drop-down menu or choose to see All requests.
If you have chosen a predefined restriction, this field will automatically populate with the set Attendance Codes of that restriction.
Choose the reason for a Time Off Request by selecting the Attendance Codes to include on the Planner.
Select which Time Off Requests you wish to see in the Planner based on the request’s status.
Select the date you would like 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.
You may select how far out you would like the Planner to display by selecting a view.
Instantly refreshes the totals of the Planner statistics.
Allows you to see Time Bank details of the employee you have selected in the Planner.
Managers can 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 can 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 can be scheduled off per day. You can also define the number of days in advance employees must submit their Time Off Requests.
You can set Time Off Restrictions using Time Off Rules. See Time Off Rules for further details.