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      Time Off

      v.1.24.0

      Users can request holidays and log absences for managers to approve and administer. Absence policies allow different users to be set with different holiday entitlements and rules governing absence.

      In Manage Mode

      View All time off requests

      1. Type
      2. Status
        1. Approved
        2. Declined
        3. Pending (overdue)
        4. Pending (not yet due)
      3. For (employee requested)
        1. Link to People Dashboard, time off for the user
      4. Requested On
      5. Starts Date
      6. Duration
      7. Approved on
        1. Date
        2. Pending
      8. Manager
      9. Actions : Select for export, manage request, remove

      Manage a request

      1. View
        1. Name
        2. Type
        3. Dates
        4. Overlaps
        5. Notes
          1. permission dependant on absence policy
        6. Comments
      2. Actions : Update, Decline, Approve

      View Holiday Request

      1. Details
        1. Actions: Manage
        2. Title
        3. Reason
        4. Response
        5. For (user)
        6. Requested by
        7. Requested on (date and Time)
        8. Duration Information
          1. Start Date
          2. End Date
          3. Full day
            1. Full
            2. Morning
            3. Afternoon
          4. Duration
            1. Days
        9. Approval Information
          1. Manager
          2. Approved by
          3. Approved on
        10. Absence type Information
          1. Type
          2. Comments
      2. Overview
        1. List counts
          1. Entitlement
          2. Approves
          3. Declined
          4. Pending
          5. Remaining
        2. Remaining Summary
          1. days remaining until 
          2. end date
          3. information (for policy) 
            1. number of days
            2. consecutive days allowed
            3. Default approver
        3. Graphed pie chart of Holidays by status
      3. Holidays for Year
        1. List holidays for user in the current year
        2. Current year date range
          1. Holiday Date range
          2. reason
          3. duration
          4. status

      View Time Off Request

      1. Details
        1. Actions: Manage
        2. Title
        3. Reason
        4. Response
        5. For (user)
        6. Dates
          1. Requested by
          2. Requested on (date and Time)
          3. Amended by
          4. Amended on (date and Time)
        7. Duration Information
          1. Start Date
          2. End Date
          3. Full day
            1. Full
            2. Morning
            3. Afternoon
          4. Duration
            1. Days
        8. Approval Information
          1. Manager
          2. Approved by
          3. Approved on
        9. Absence type Information
          1. Type
          2. Sub Type
        10. Task Information
          1. Associated task
            1. linked to task worksheet
          2. Task completed on
            1. Date if complete
        11. Comments
          1. Open for common platform features
      2. Absences for Year
        1. List absences for user in the current year
        2. Current year date range
          1. Absence Date range
          2. reason
          3. duration
          4. status

      Add time off

      1. Person
      2. Absence Type
        1. Choose from managed list (see settings)
        2. Sub type 
      3. Select Date range
      4. Full day / Half day
        1. Full day
        2. morning
        3. Afternoon
      5. Overlaps
        1. Show overlaps with team members
      6. Add Note
      7. Attach file

       

      Calendar View

      1. Filter by : Department
      2. Include : Public Holidays
        1. From managed list (see settings)
      3. View types
        1. Week
          1. List of time off per day
            1. Status
            2. User
            3. reason
            4. Date range
            5. Type
          2. Week calendar view
            1. Number of requests per type per day
        2. Month with details
          1. Month view
          2. Filter by time off type
          3. Date range on calendar per request
            1. Type
            2. User
            3. Duration
        3. Month with summary
          1. Dots per day to show user time off
          2. Hover for summary
            1. Date
            2. List users and reason
          3. Click for detail
            1. List user requests for the day
              1. Status
              2. User
              3. Reason
              4. Type
              5. Action : Link to manage request
        4. Year
          1. Full calendar year
          2. Dots per day to show user time off
          3. Hover for summary
            1. Date
            2. List users and reason
          4. Click for detail
            1. List user requests for the day
              1. Status
              2. User
              3. Reason
              4. Type
              5. Action : Link to manage request

       

      Download Summary

      CSV download of time off summary per user

      1. First name
      2. Second name
      3. Start Date
      4. userName
      5. Email address
      6. Length of Service (years)
      7. Entitlement Unit
      8. Entitlement
      9. Approved
      10. Pending
      11. Remaining
      12. Absence Policy
      13. Working Pattern
      14. Company Holidays



      Export time off requests

      CSV download of selected time off

      1. First name
      2. Second name
      3. Start Date
      4. userName
      5. Email address
      6. Absence type
      7. Absence sub type
      8. Start Date
      9. End date
      10. number of days
      11. number of hours
      12. Reason
      13. Requested On
      14. Requested by
      15. Approval Status
      16. Approved on
      17. Approved by
      18. Approval Notes
      19. Additional Approval On
      20. Additional Approval By
      21. Paid
      22. Paid Units
      23. Unpaid Units

      Summary Stats

      1. Total
      2. Pending
      3. Declined
      4. Approves
      5. Next 7 days
      6. Next 30 days

      In Myself Mode

      Holidays

      View Holiday Overview

      1. Status Counts List
        1. Entitlement
          1. Allowance
          2. Carry Over
          3. Length of Service
        2. Approved
        3. Pending
        4. Remaining
      2. Graphed Status
      3. Policy Summary
        1. Days to by taken
        2. Date to be taken by
        3. Information (policy)
          1. Number of days
          2. Maximum consecutive days
          3. Default approver

      List Holidays

      1. Show detail (click to open)
      2. Status Icon
      3. Type Icon
      4. Start Date
      5. End Date
      6. Duration
      7. Requested on
      8. Approved on
      9. Actions : Information, update, remove

      Add a Holiday Request

      1. Select date range
      2. Full day
        1. Full day
        2. Afternoon
        3. Morning
      3. Overlaps
      4. Add note
      5. Warn of no entitlement

       

      Update and Cancel a Holiday Request

      Pending request can be updated as per adding a request above.

      Pending and Approved holiday requests can be cancelled if they are in the future. A notification is triggered to the line manager to notify them of the change.

      Calendar View

      Personal calendar view filtered on myself user. Detail as per manage view calendar above.

      Filters for List and Overview

      1. Select year
      2. Show date range for select year
      3. Exclude pending

      Absences

      Absence List View

      1. Show more
        1. Absence Type
        2. Note
        3. Response
      2. Status
      3. Type Icon
      4. Start date
      5. end date
      6. Duration
      7. Requested On
      8. Approved on
      9. Actions: Information, Update, Remove

      Filters for Absence List

      1. Select year
      2. Show date range for select year
      3. Exclude pending

      Bradford Factor

      1. Total Absences
      2. Total Days Absent
      3. Bradford Factor Score

      Add Absence Request

      1. Absence Type
      2. Select Dates
      3. Full Day
        1. Full day
        2. Morning
        3. Afternoon
      4. Overlaps
        1. No overlap dates with team
        2. Show overlapping absences
      5. Warning if no allowance
      6. Add a note
      7. Attach file

      In Settings Mode

      Absence Policies

      View list of Policies

      1. Title
      2. Created By
      3. Created On
      4. Actions : View, Update, Remove

      View Absence Policy

      1. Details
        1. Title
        2. Description
        3. Number of Days
        4. Maximum Number of Consecutive Days
        5. Maximum days carry over
        6. Working Pattern
        7. Company Holidays Group
        8. Default
        9. Settings
          1. Approval Required (On/Off)
          2. Allow Unauthorised (On/Off)
          3. Use Hours (On/Off)
          4. Manager Approval (On/Off)
        10. Default Approver
        11. Additional Approver
        12. Notification Settings
          1. Common Features
      2. Absence Policy Restrictions
        1. Action: Add restriction
          1. Effective from
          2. Effective to
          3. Maximum consecutive days
        2. List restrictions
          1. from
          2. to
          3. max consecutive days
          4. Actions : update, remove
      3. Length of Service
        1. Action: Add Length of service rule
          1. From (months)
          2. To (months)
          3. Number of extra days
        2. List Length of Service rules
          1. Months from
          2. Months to
          3. Extra Days
          4. Actions : Update, remove
      4. People in the policy
        1. List all used with the policy
        2. Name
        3. Link to People > Settings
      5. Information
        1. Created on date
      6. Actions : Update, Remove

      Update / Add Absence Policy

      1. Information
        1. Title
        2. Description
      2. Settings
        1. Default (On/Off)
          1. changes all users on current default policy
        2. Approval Required (On/Off)
        3. Allow Unauthorised (On/Off)
        4. Use hours (On/Off)
          1. Off (default)
            1. Number of days
            2. Maximum consecutive days
            3. maximum days to carry over
          2. On
            1. Number of hours
            2. Maximum consecutive hours
            3. maximum hours to carry over
      3. Other 
        1. Working Pattern
          1. From defined list (see below)
        2. Company Holiday group
          1. From defined list (see below)
      4. Approval Settings
        1. Manager Approval
        2. Additional Approver
      5. Notification Settings
        1. Common Features

      Year End Reset

      Bulk editor for remaining holiday allowances with time off settings change audit log

      See Details here

      Working Patterns

      List View

      1. Title
      2. Created by
      3. Created on
      4. Actions : View, Update, remove

      View Working Pattern

      1. Details
        1. Title
        2. Description
        3. Default Working Pattern (On/Off)
        4. Use house (On/Off)
        5. Start Pattern From (Date)
        6. Cycles within work pattern
          1. Action: Add a cycle
            1. Title
            2. Number of Days
            3. Workings Days
            4. Number of working hours
          2. List Cycles
            1. Title
            2. Number of Days
            3. Workings Days
            4. Number of working hours
            5. Actions : Update, Remove
      2. People in the working pattern
        1. List all users with the working pattern
        2. Link to Manage > People > Settings
      3. Information
        1. Created on
        2. Created By
      4. Calendar View
        1. See Common Features here

      Add a working Pattern

      1. Title
      2. Description
      3. Start Date
      4. Make Default (On/Off)
      5. Use Hours (On/Off)

      Company Holidays

      List Company Holidays

      1. Title
        1. Default (star)
      2. Days
      3. Department
      4. Person
      5. From
      6. To
      7. Actions: View, Update, Remove

      View Company Holiday

      1. Details
        1. Title
        2. Description
        3. Default (On/Off)
        4. Department Applicable to 
        5. Person Applicable to
        6. Effective From
        7. Effective to
      2. People with the company holiday 
        1. List users with with company holiday set
        2. Link through to Manage > People > Settings
      3. Information
        1. Created on
        2. Created By
      4. Non Working Days
        1. List the days of the year included in the company holiday list
          1. Icon abbreviation
          2. Date
          3. Name
          4. Actions : update, remove
        2. Action: Add Non Working day to holiday list
          1. Title
          2. Description
          3. Date
          4. Attach a file

      Add Company Holiday

      1. Information
      2. Title
      3. Description
      4. Default (On/Off)
      5. Dates
        1. Effective from
        2. Effective to
      6. Department Applicable to
      7. Person Applicable to

      Absence Types

      List Absence Types

      1. Icon
      2. Title
        1. Default (star)
      3. Authorised
        1. Symbol and Label
      4. Created by
      5. Created On
      6. Actions : View, Update, Remove

      View Absence Type

      1. Details
        1. Title
        2. Description
        3. Icon
        4. Settings
          1. Default holiday (On/Off)
          2. Book in hours (On/Off)
          3. Evidence required (On/Off)
          4. Bradford factor applies (On/Off)
          5. Is Paid (On/Off)
          6. Authorised (On/Off)
        5. Task Group
        6. Worksheet
        7. Default Approver
      2. Appointment sub types
        1. List Sub Types
          1. Sub Type label
          2. Actions : Update, Remove
        2. Action: Add Sub Types
          1. Sub Type (label)
      3. Information
        1. Created On
        2. Created By

      Add Absence Type

      1. Title
      2. Description
      3. Icon Upload
      4. Settings
        1. Default holiday (On/Off)
        2. Book in hours (On/Off)
        3. Evidence required (On/Off)
        4. Bradford factor applies (On/Off)
        5. Is Paid (On/Off)
        6. Authorised (On/Off)
      5. Task Group
        1. Choose from pre-defined list
      6. Worksheet
        1. Choose from pre-defined list
      7. Default Approver
        1. Set user to default to approver
      Settings

      View and Update Company wide Absence Settings

      1. Standard Year Starts
        1. Month of Year
      2. Holiday Year Ends
        1. Month of Year
      3. Default Hours per half day
        1. Number
      4. Use Week hourly schedule (On/Off)
      5. Use Bradford Factor (On/Off
      6. Default Holiday request note 
        1. no reason required
        2. set content
      7. Default Holiday Approval Note 
        1. no reason required
        2. set content