Purpose Statement
The Predetermined Time Frames feature enables administrators to set up standard time blocks that employees can select when requesting time off. This feature streamlines the time-off request process by providing preset options that align with common leave periods, such as half-days, full shifts, or standard training blocks. By establishing these standardized time blocks, departments can simplify time-off management, ensure consistent coverage planning, and reduce errors in leave request submissions.
Background Information
- Predetermined time frames are preset blocks of time for leave requests
- Designed to match common time-off patterns (half-day, full shift, multi-day periods)
- Employees select from standard options instead of manually entering times
- Helps supervisors better manage coverage and staffing levels
- Can be configured as mandatory options or allow custom requests
Required Permissions
- Access Scheduling
- Access Setup
Video
Step-by-Step Guide
Turn On the Feature
- Go to Scheduling Setup
- Find and turn ON the Pre-Determined Time Frame toggle
Add Your Time Frames
- Click Time Frame List
- Click Add Time Frame
- Enter a Name (like "Morning Half-Day" or "Full Shift")
- Set your Start Time
- Set your End Time
- Click the Checkmark to save
Edit or Delete Time Frames
- Click the pencil icon to edit a time frame
- Click the trashcan icon to delete one
- Click Cancel to close the list without saving changes
Allow Flexible Time-Off Requests (Optional)
- Turn on Request outside Time Frames if employees need flexibility
- This lets staff request time off outside your preset blocks
- Leave it off to require all time-off requests use standard blocks
Best Practices
- Create time frames that match your shift patterns (e.g., "24-Hour Shift", "12-Hour Day Shift")
- Include common partial day options like "AM Half-Day (0600-1200)" or "PM Half-Day (1200-1800)"
- Add frames for typical leave scenarios (medical appointments, training days)
- Name frames clearly so employees know exactly what they're requesting
- Review time frames annually to ensure they match current shift schedules
- Consider peak staffing needs when setting available time blocks
Troubleshooting & FAQs
Q: I don't see the Pre-Determined Time Frame option. Where is it?
A: Check that you have admin permissions. If you still don't see it, contact your system administrator.
Q: Can employees request partial time off if we only have full-day blocks?
A: You'll need to create partial-day time frames or enable "Request outside Time Frames" for custom requests.
Q: What happens to pending time-off requests if I change a time frame?
A: Existing requests retain their original times. Only new requests will use the updated time frame.
Q: How do time frames work with different shift schedules?
A: Create multiple time frames to accommodate all shift types (day, night, 24-hour, etc.).
Q: Can I limit which time frames certain employees can use?
A: Time frames are typically available to all users. Use naming conventions to indicate intended use.