Managing Time Off Requests

Managing Time Off Requests

Purpose

  1. In this article, we will learn how to:
    1. Select the proper permissions for managing Time Off Requests. 
    2. How to approve or deny Time Off requests. 
IMPORTANT: Personnel and Scheduling modules have split. This article and video tell you to access the Personnel Module. You should instead access the Scheduling Module. 

Video 



Directions

  1. Time Off must be approved prior to the individual being off for a scheduled day. 
  2. To approve/deny Time Off requests, navigate to Personnel > Time Off > Review.
          

  1. You will notice that the Time Off section, as well as the Review section both have a red number 3  in the upper right hand corner. 
    1. This acts as a notification that tells you that there are pending Time Off requests (three, in this example) that need to be approved or denied. 
  2. From here, you will notice the ability to search at the top of the screen as well as Active, Archived, and Calendar buttons. 

      

Active 

  1. The Active tab is the default view when opening Time Off Review. 
  2. Here you are able to look at several different things, including:
    1. Approval- A button will appear when a request requires your approval/denial.
    2. User- The user requesting time off. 
    3. Time Off Type-The type of time off being requested. (dependent on your departments pre-determined time off types.)
    4. Project Code - A subsection of hours worked, that allows a department to track personnel on special assignments. 
    5. Shift Date- The date that time is being requested off from.
    6. Start On- The date that the shift will start.
    7. Hours- The hours they are requesting off on the Shift Date. 
    8. Submitted Date- The date the request was submitted. 
    9. Notes-Notes that are inputed by the person requesting time. 
    10. Status- The current status of the request. The statuses can be:
      1. Approved-The request was approved 
      2. Denied- the request was denied.
      3. Pending- No determination has been made on the request. 
    11. Actions- Allows you to view, delete, or edit leave requests. 
      

NOTE: Selecting the Shift Date will take you to that date's Status Board automatically. 

Approving or Denying Requests

  1. Clicking either Approve or Deny will bring up a window that allows for notes to be inputed on the reason for the decision. 

      


      

  1. Notes are not required to be inputed. Once the appropriate notes have been made, select the button at the bottom.
  2. Depending on if you are approving or denying, the request will determine which appears at the bottom of the Notes pop-up.  
  3. Once the request has been approved or denied, a single button will now be in the approval column, opposite of what decision was made. 
    1. This allows you the ability to deny a request that was previously approved or vice versa. 
    2. If you are unsure whether the request was approved or denied, look at the status column and it will tell you. 




Actions

  1. Actions allow you to view, delete, or edit leave requests. 

      

View 

  1. To view a leave requests details further, select the eye .

      

  1. Once loaded, you will see:
    1. The date and hours requested off. 
    2. Time Off type. 
    3. The rotation for the day requested off. 
    4. The apparatus that the individual is assigned to on the day requested off. 
    5. The date/time the request was initiated. 
    6. Those who can approve/deny the request. 

Edit 

  1. When you select the pencil  , you will be able to edit leave requests. 

      

  1. You are able to update the following:
    1. Time off type. 
    2. Time off subtype.
    3. Project Code.
    4. Start Time.
    5. End Time.
    6. Notes.
  2. When the appropriate changes have been made, select Update time off. 

Delete

  1. Wen you select the trashcan  you are able to delete the selected Time Off request. 
  2. A prompt will appear that confirms you want to delete the request. 
    1. If you are sure, click Delete(1)

      


  1. You are also able to bulk delete multiple requests. To do so, select the requests you wish to be deleted by clicking the check box.

      

  1. Then, select the trash can  in the upper left hand corner. 

      

  1. A prompt will appear, confirming that you want to delete the selected requests. 
    1. If you are sure, Click Delete. 

      

Archived

  1. Navigating to the Archived tab will show all requests prior to the current date. 
  2. One notable difference is the addition of a Status that may be present,  "No Answer".
    1. No Answer' is utilized when the request was not managed prior to the requestors date. 
      1. For example, let's say you requested time off for two weeks from now. 
      2. Those two weeks pass, and it's now the day that you requested off, but no one addressed your request. 
      3. Your request will be archived, and the status will change from 'Pending to ' No Answer.'

      

Calendar 

  1. The Calendar allows you to view time off requests in a 30 day view.



  1. The current date will be highlighted in yellow.

            

  1. Approved time off requests will be green. 
  2. Denied time off requests will be red.
  3. Pending time off requests will be gray. 
  4. No Response requests will be in yellow. 
    1. These are requested days off prior to today's date, and had no response from the approver.  




Actions

  1. You are able to view, edit, delete, and approve requests from the Calendar section. 
  2. Viewing, editing, and deleting incidents is the same as previously discussed. However, approving and denying requests are slightly different. 
  3. To approve a request, you will find the one that you want to approve and select the checkmark below the individuals name.

            

  1. The Approve window will pop-up, and you may input notes if you want. 

  2. Once done, click Approve. 


  1. To deny a request, you will find the one you want to deny, and select the X below the individuals name.  

            

  1. The deny window will pop-up, and you may input notes if you want. 
      
  1. Once done, click Deny. 
  2. Once the request has been approved or denied, a singular button will now be below the individuals name, opposite of what decision was made. 
    1. In this case, I previously denied the request for leave. The checkmark (approval) will be the only icon at the bottom. 

      

  1. If you are unsure whether the request was approved or denied, simply remember the colors.
    1. Red equals denied, Green equals approved.

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