The Time Off Settings configuration allows administrators to establish how time off requests are routed, approved, and managed within the scheduling system. This feature ensures that leave requests follow the proper approval chain while maintaining operational coverage and tracking accrual usage accurately.

Background Information

Time off management is a critical component of workforce scheduling for fire and EMS departments. The Time Off Settings module provides centralized control over the entire leave request lifecycle, from initial submission through approval and accrual deduction. Properly configured settings ensure that:

• Leave requests reach the appropriate approvers based on your department's hierarchy
• No requests are missed due to approver availability
• Time off balances are tracked accurately
• Operational coverage requirements are maintained
• Users have appropriate visibility into their leave status

These settings apply organization-wide and should be configured before enabling user access to time off request features. Consider your department's chain of command, collective bargaining agreements, and staffing requirements when establishing these parameters.

Required Permissions

To configure Time Off Settings, users must have:

• Access Scheduling
• Access Setup

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Step-by-Step Guide
 

Accessing Time Off Settings

1. Navigate to Scheduling from the main menu
2. Click on Setup in the scheduling module
3. Select Time Off Settings from the setup options
    

Configuring Request Routing

In the Request Routing section, select your preferred approval method:
 

1. Let the user select who should approve the request: Gives requesters control over choosing their approver from eligible users
2. Allow any admin with approve/deny permission: Routes requests to all users with time off approval permissions 

1. Notify on duty: Sends the request to a specific qualifier or user currently assigned to a particular position/assignment
    

1. Select a specific user that all requests will go to: Routes all time off requests to one designated approver (useful for centralized approval processes)
    

1. All users with the permission can approve any time off: Allows any authorized approver to handle any request, ensuring no requests are missed due to approver unavailability
    

Configuring Escalation Rules

1. Enable Escalation Rules if you want to automatically escalate requests that remain unapproved beyond a specified timeframe
    

Setting Accrual Deduction Timing

6. Under Hour Deduction, choose when accrual banks should be debited:
   • Time of Use: Hours are deducted when the time off is actually taken (recommended for accurate real-time balances)
   • Time of Approval: Hours are deducted immediately when the request is approved (useful for preventing overcommitment) 

 

Additional Configuration Options

7. Configure the following optional settings based on your department's needs:
   • Prevent overdraft of accrual banks: Disable this to permit users to request time off even if their accrual balance is insufficient (creates negative balance)
   • Allow user shift overlap: Permits users to be scheduled for a shift and time off simultaneously (useful for partial-day leave or split shifts)
   • Display duration in time off: Shows the total duration when placing a user on leave, providing better visibility for schedulers
   • Enable recurring time off confirmation: Displays a confirmation prompt when placing a user on recurring time off to prevent accidental bulk scheduling
   • Resubmit time off: Allows users to resubmit previously approved time off requests from their My Time Off section (useful for schedule changes)
   • Prevent User Requests: Blocks users from submitting new time off requests when the maximum allowed off threshold has been reached for that period
   • Prevent Request _____ Days in the Future: WIll prevent users from taking days past the maximum- Example, this is set to 5 days, and today is April the 21st. I can take any day between now and April the 26th, but no dates beyond that point. 
      

7. Set the Time off display order to control how requests appear in the Approvals queue and Scheduling Deputy view:
   • Default: Standard system ordering
   • Ascending: Oldest requests first
   • Descending: Newest requests first
   • Request time: Sorted by the time the request was submitted
      

7. Click Save to apply your configuration changes
    

 

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Best Practices

Approval Workflow Design

• Use "All users with permission" routing for departments with multiple supervisors to ensure requests are handled even when one approver is unavailable
• Enable escalation rules to prevent requests from languishing unaddressed for extended periods
• Select "Notify on duty" for departments with rotating duty officers who handle administrative tasks during their shift

Accrual Management

• Deduct at time of use for more accurate real-time accrual tracking and to prevent users from "banking" approved but unused time off
• Carefully consider overdraft allowances - while helpful for emergency situations, unrestricted overdrafts can lead to negative balance issues
• Disable overdraft if your labor agreements strictly prohibit negative leave balances

User Experience

• Enable recurring time off confirmation to prevent accidental bulk leave entries that can impact staffing
• Display duration to help schedulers quickly assess coverage impact when reviewing requests
• Allow resubmission if your department frequently adjusts schedules and needs flexibility

Coverage Protection

• Enable "Prevent User Requests" when minimum staffing requirements are critical to operations
• Disable shift overlap unless you specifically manage partial-day leave or complex split-shift scenarios
• Set display order to "Request time" to ensure fairness in first-come-first-served approval processes

Troubleshooting & FAQs

Q: What happens if a user submits a time off request and all approvers are also on leave?

A: If you've selected "All users with the permission can approve," any available approver can handle the request. Consider designating backup approvers or using escalation rules to automatically route to higher-level administrators after a set period.

Q: Why aren't hours being deducted from accrual banks when I approve requests?

A: Check your "Hour Deduction" setting. If set to "Time of Use," hours won't be deducted until the actual leave date. Switch to "Time of Approval" if you need immediate deduction.

Q: Can I set different approval routing for different types of time off?

A: No

Q: Users are complaining they can't request time off even though they have accrual balance. What's wrong?

A: Check if "Prevent User Requests" is enabled and whether the maximum allowed off threshold has been reached for the requested period. You may need to adjust your minimum staffing requirements or the threshold settings.

Q: If I enable shift overlap, will it affect my staffing counts?

A: Yes, users on time off with shift overlap enabled will still count toward staffing if they have an active shift assignment. Use this feature cautiously as it can impact coverage calculations.