Time Off Requests

SET UP EMPLOYEE TIME OFF

Step 1: Set up Time Off Labels under Settings

Click on the SETTINGS tab (gear icon) in the top menu.
Stay on the "General Settings" tab and scroll down to "Time Off Settings".
- Here, you can select which types of days off you would like to use by toggling the Enable bar to "yes" or "no".
- Decide if you want each type of time off to carry over or to restart annually by toggling the Carry Over bar to "yes" or "no".
- Set a maximum number of days allowed to carry over from year to year if this is applicable.
- You can also customize the name of each type of Time Off and add up to five new options.
After you have edited your time off labels, scroll down, and click the blue SAVE SETTINGS button.

Step 2: Set up Individual Time Off Settings/Allowances

Navigate to Settings > Batch Tools > Time Off > Time Off Set Up
Set up time off for each employee individually. Follow these steps for each:
Accrual Rates
- Enter the As Of date (e.g., January 1, 2025, or a mid-year start date such as June 5, 2025) to start tracking for the year.
- If a maximum number of days/year applies for any type of time off, enter it in the respective field. Leave blank if no maximum exists.
Starting Values
- For January 1 Start:
  - Enter the total annual allotment of vacation and sick days.
  - Example: If the employee is allocated 15 vacation days and 5 sick days per year, enter:
    - Vacation Days Starting Value: 15
    - Sick Days Starting Value: 5
- For Mid-Year Start (e.g., June 5):
  - Enter the remaining time off the employee has left as of that date.
  - Example: If the employee starts tracking on June 5, 2025, and has 11 vacation days and 4 sick days left for the year, enter:
    - Vacation Days Starting Value: 11
    - Sick Days Starting Value: 4
Click the blue Save Employee Time Off before moving to the next employee.

MANAGE/APPROVE TIME OFF REQUESTS

Step 1: View

When you log in, stay on your DASHBOARD.
Under NOTIFICATIONS you will see all the vacation requests that have come in.
As a manager, you will be able to click on the request link to view and approve or deny the request.

Step 2: Approve or Deny

Once you have clicked on the request, you will be taken to a screen that shows all vacation requests from that employee.
Select the date(s) you would like to approve or deny.
Below the list of requests, you will see a section called "SELECTED".
Use the dropdown to mark the selected dates as:
- Approved
- Approved - Pending Review
  - This is a two step authorization, where the manager the employee reports to and the Admin user are able to approve a vacation request.
  - If you are the manager the employee reports to, select "Approved - Pending Review", a second manager/admin will need to "Approve" the request in order to finalize it.
- Declined
- Void
The NOTES field is optional if you would like to add further explanation.
Click SAVE EMPLOYEE and the employee will be notified.

MAKE A PERSONAL VACATION REQUESTS

In your DASHBOARD, click the blue REQUEST TIME OFF button on the left, or go to your PROFILE and click Vacation.
Enter the start date, end date, and hours. Note: only select your "working days" (do not include weekends or holidays in your time off request).
Select the vacation type from the drop-down menu.
Add any notes if necessary (optional).
Click the blue SUBMIT REQUEST button.
Your manager(s) will be notified of your request and will be able to approve or decline it.
You will be notified once your request has been updated by a manager in your DASHBOARD.