Purpose Statement

The Time Off Types feature allows administrators to configure and manage different categories of time off that personnel can request or be assigned within the scheduling system. This feature enables departments to standardize time off processes, implement approval workflows, and maintain accurate scheduling while accommodating various leave types such as vacation, sick leave, training, and administrative duties.

Background Information

Time Off Types provide the foundation for managing personnel availability and leave requests within the scheduling module. Each type can be customized with specific rules, restrictions, and approval requirements to meet departmental policies and operational needs. This system integrates with the scheduling deputy functionality and can accommodate complex scenarios such as maintaining on-call availability during certain types of leave.

Common use cases include vacation time, sick leave, training assignments, administrative duties, bereavement leave, and other department-specific time off categories. Proper setup ensures compliance with labor agreements and departmental policies while maintaining operational readiness.

Required Permissions

1. Access Scheduling 
   
2. Access Setup

Video

Step-by-Step Guide

Accessing Time Off Types Setup

1. Navigate to Scheduling > Setup from the main menu
   

1. Click on Time Off Types to open the configuration area
   

1. Click Add Time Off Type to create a new time off category
   

Configuring Basic Information

4. Enter a descriptive Time Off Type Name (e.g., "Annual Leave", "Sick Time", "Training")
5. Create a Shortcode - a brief abbreviation for display purposes (e.g., "VAC", "SICK", "TRN")
6. Set the Buffer Time to prevent last-minute requests by specifying the minimum advance notice required in minutes, hours, or days
   

Setting Time Off Options

7. Configure the following options based on departmental needs:
   • Include In Call Shift: Enable if personnel on this time off type should still receive call shift assignments
   • Protect: Enable to restrict visibility to users with proper permissions on the Scheduling Deputy
   • Required Subtype: Enable to force users to select a specific subtype when submitting requests
   • Is Requestable: Disable if only administrators can assign this time off type (users cannot self-request)
     

Visual and Notification Settings

8. Choose a color to visually identify this time off type in schedules and calendars
9. Configure the Buffer Period to set advance notice requirements for time off requests
10. Set up Notify parameters to alert approvers when personnel exceed specified time off usage within a given period
    

Managing Subtypes

11. Add subtypes by entering the Subtype name and clicking Add within the Subtypes section
12. For each subtype, determine whether it can be requested directly by users or requires administrative assignment
13. Click Save to complete the time off type creation
    

Post-Setup Management

14. Manage existing time off types using the following options:
    • Reorder types: Drag using the arrow icons to change display order
    • Set default: Click the star icon to designate a default time off type (gold star indicates active default)
    • Edit existing types: Click the pencil icon to modify settings
    • Remove types: Click the trashcan icon to delete unused time off types
      

Best Practices

• Create names that comply with your payroll organization
• Use consistent shortcode conventions across all time off types
• Set appropriate buffer times that balance operational needs with personnel flexibility
• Regularly review and update time off types to ensure they align with current policies
• Consider using different colors for different categories (e.g., green for vacation, red for sick leave)
• Test new time off types with a small group before department-wide implementation
• Document any special rules or restrictions for each time off type in department procedures

Troubleshooting & FAQs

1. Q: Why can't users see a specific time off type when making requests? 
   
1. A: Check if the time off type is requestable.
   
2. Q: What happens if I delete a time off type that has been previously used? 
   
1. A: Deleting a time off type may affect historical records and reporting. Consider disabling the "Is Requestable" option instead of deletion.
   
3. Q: Can I change the buffer time for existing requests? 
   
1. A: Buffer time changes only apply to new requests submitted after the modification. Existing approved requests are not affected.
   
4. Q: How do I handle time off types that should only be assigned by supervisors? 
   
1. A: Disable the "Is Requestable" option for administrative-only time off types such as disciplinary leave or mandatory training assignments.
   
5. Q: Why aren't notifications working for time off approvals? 
   
1. A: Verify that notification settings are properly configured in the Notify section and that approvers have valid email addresses in their user profiles.