You may configure the system to email the employee's supervisor when an employee submits an Time Off Request.

To enable this feature, Supervisors must be configured and a supervisor assigned to the employees.

Please note if you wish to configure this feature and do not have the access rights to do so, please contact our Client Care Team.

Setup Supervisors

If you have not already setup Supervisors see Configuration Menus - Supervisor Setup.

The supervisors' email addresses must be entered here in order to receive the notifications.

Assign Employees to Supervisors

To assign employees to Supervisors you may follow the instructions provided in the Supervisor Setup.

System Configuration

To enable this feature it must be selected in the Company Profile.

Navigate to Config / Setup / Company Profile.

On the Company Profile menu select Time Off Request / General.

▪Tick on the option Notify Supervisor of a new request.

▪Click Apply.

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Once requests for time off have been made by either the employee or by the manager/supervisor on behalf of the employee, these requests need to be processed by the manager/supervisor.

Managers/supervisors can access Time Off Requests in one of two ways:

1.The Welcome menu Widget - by clicking on the number beside Unprocessed or Pending (1).
 

2.The Time Off Request menu from the Welcome menu:

▪Select the Requests menu.

▪Select the Time Off Requests menu.

Using either method of access the View Time Off screen will appear:
 

Using the calendars select the date range to be reviewed.

The requests can be filtered by the Status. Click on the Show Filter option.

Now select the requests you wish to see based on the status. Left unselected will show all records regardless of their status.

By using the Reason by filter manager can select which requests are shown based on the Attendance Code used in the request. Multiple codes can be selected.

Use the Show Settings option to notify the employee by Email or Message. When ticked means that when the status of the request is changed, and Save is clicked, the employee(s) will receive notification of the change in status.

To manage this request, click on the Actions icon and select Process Request:

Choose the required action from New Status:

1.New Status – choose from Pending, Approved, Reviewed, or Denied.

2.Pay Options – The default for this field is part of the company setup. You may select other options by using the drop-down arrow.

Vacation Rate: uses their earned vacation values (daily or weekly).

Regular Rate: uses their Class rate value. (Note: this option uses up their Vacation Pay faster as the rate is higher than their Vacation rate).

OESA Current Rate: Please see Managing OESA Time off Requests.

3.Comment – (optional) entered by the employee when submitting the request.

4.Feedback - (optional) enter up to a 100 characters.

5.Save – when clicked your changes to the request(s) are applied.

The Status column icon for requests will vary depending on where the request stands in the approval process. Hover with your mouse near the Status icon and the description will appear beside it (see below).

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The system will not allow managers to delete Approved requests.

Managers can delete Time Off Requests if they have not yet been approved through the Time Off Request menu.

▪Select the Requests menu.

▪Select the Time Off Requests menu.

▪Click on the request you wish to delete.

▪Click Actions icon and select Delete.

A warning message will pop-up reminding the manager that record(s) will be permanently deleted.

Click Yes. The Time Off Request will be gone.

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There are times when a request will need to be edited. The system will allow both employees and managers to modify an already existing request.

▪Select the Request menu.

▪Select the Time Off Requests menu.

In this image we see that the employee requested Jan 13, Jan 14, Jan 15 and Jan 16 off, but the manager is not going to approve Jan13 and Jan 14.

To edit the unprocessed request, the supervisor will perform the following steps:

▪Select the request to edit.

▪Click on the Actions icon and chose View / Edit Request.

The Time Off details window will open.

▪Untick the days that will not be approved, which in this example are Jan 13 and Jan 14.

▪Click Save.

▪Review the Confirmation pop-up to verify changes. In this example Jan 13 and Jan 14 have been removed.

▪ Click Apply anyway on the confirmation screen.

▪If email is used, the employee will receive the following Supervisor Override notification.

The manager can now proceed with approving the remaining days in the request.

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An Approved Time Off Request can be canceled, however, only by a manager.

When a Time Off Request is canceled the original schedule is not restored.

Manager to restore employee’s schedule manually if needed.

Attendance Code is removed from Active Schedule.

Time or dollars are added back into the Time Bank.

Once a request has been canceled it is not reversible. A new request is required.

▪Click on the request to be canceled.

▪Click on the Actions icon and select Cancel Request.

▪A response is required in the Feedback window in order the activate the Save button.

In the Cancel Status column a green circle with a check mark will be displayed showing this request was successfully canceled.

Employee will receive an email notification.

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