Time offs are days and times that an employee is not able to work. This help guide will show how to create them, approve/deny them, and how you can use them on the schedule.
We have a tutorial video that covers some of the information in this article. If you like watching instead of reading you should check it out!
Not all schedules have time offs enabled.
As a manager you can disable the time off add-on. You can control which add-ons are enabled for you schedule on the add-ons page.
Adding/Editing Time Offs
You can create time offs on the schedule or on the time offs list page. When you are on the schedule you can click on the plus icon next to an employee’s name on the left side and you will see an option to Request Time Off.
On the time off list page you will see a New Time Off button at the top. When you click this button you will see a pop-up form like the one below. Fill out and submit this form and you will see the time off get added to the list or to the schedule.
Once a time off has been added you can edit it by clicking on it. You will see the same form pop-up and you can make changes.
Time offs are auto approved for managers.
When a manager or supervisor creates a time off it automatically gets approved. If this is not desired you can always edit the time off after creating it and mark it as pending.
Approving / Denying Time Offs
When employees submit time off requests they will most likely be marked as pending. As a manager you will then have the option to approve or deny the request. On the time off page you can sort by the status of the time offs by using the status filter at the top of the page. You can spot what time offs are pending by looking at the status of the time off on the left side.
On the schedule you can see both pending and approved time offs. If a time off is pending on the schedule it will have a striped background. (This is the same background that unpublished shifts have.)
To actually approve or deny a time off you need to click on it. You will then see a pop-up like the one below. From this pop-up you can delete or edit the request as well as approve or deny it. When you approve or deny the request the respective employee will be notified.
Not all schedules require manager approval for time offs.
As a manager you can set whether you want to approve or deny time offs. For more information on this see the Time Off Options section below.
Time Offs on the Schedule
Time offs are visible on the schedule to make it easy to know what employees have requested off. When creating your schedules you may accidentally add a shift that conflicts with a time off. If this happens you will notice that the shift will turn red. This indicates that the shift has an error.
Sometimes you will want to know who edited a time off or when a time off was approved. You can always view a full audit log for each time off by clicking on it and then clicking the History button at the bottom of the edit pop-up. You will then a see a full history of the time off.
Blocking Time Offs
Sometimes you may want to prevent employees from requesting off on a day. You can do this by creating an event on the day and checking the option to block time off requests. To learn more about using events to block time offs please see the events help guide.
Time Off Options
As a manager you have a few options for how time offs will work within your schedule. You can change these settings at anytime by going to Add-Ons -> Time Offs.
Require Time Off Approval If you prefer to not have to approve / deny all requests that are submitted you can disable this setting. If disabled, all requests submitted by employees will be automatically approved.
Private Time Offs Managers can always see all time offs. However, you can enable this setting to only allow employees to see their own time offs.
Time Off Notice Want to prevent employees from submitting time offs just a few days before? No problem. You can use this option to set how far in advance employees must submit time off requests.