The Time Off feature is how you enter and manage non-worked paid and/or unpaid hours, such as holidays, vacations, sick leaves, and unexcused absences. There are two methods to enter Time Off for an employee:

1. Administrator adds Time Off in the Console

2. Worker requests Time Off in the mobile app, and Administrator approves or rejects it in the Console

There is also an add-on feature on top of this one to set up Time Off Accrual policies. For more information on how to set up that feature, check out the following help article:

https://support.fareclock.com/hc/en-us/articles/35634441590675-How-to-Setup-Time-Off-Accruals-and-Policies

Setup

Step 1: Go to the Fareclock Admin Console and go to Settings. Under ‘Settings’ find and click ‘Time Off’.

Step 2: To enable the feature, check the box next to ‘Enable’.

After enabling the feature, you should see the following:

1. Track accruals - If enabled, you can enforce time off against automatic or manual accrual policies. Note that in order to apply automatic accrual and rollover policies, you must enable Pay Runs and assign your workers to a Pay Class. For more information about this, check out this help article.

2. Allow workers to request Time Off in the mobile app - When enabled, workers can request time off directly through the Mobile Time Clock Application.

3. Allow on these Days of Week - By selecting the days of the week, you can allow workers to take time off on those specified days. 

4. Full day duration  - This is the default number of hours per day for time off. It is used to pre-populate the time off approval screen, but it may be changed there on a case-by-case basis. It is also used to validate time off against the worker's accrual balance.

Step 3: After configuring the defaults, click on the ‘Time Off Codes’ tab.

Step 4: To create a time off code, click on the ‘+ New Time Off Code’ button.

Step 5: Adjust the settings for the new Time Off Code as needed.

1. Name - You must provide a name for the Time Off Code, as this is a required field.

2. Payroll ID - Payroll ID is used in conjunction with exporting to certain payroll services such as Quickbooks, in order to specify the payroll item for each timesheet activity. This is an optional field.

3. Order - This should be a number greater than 0, to control display order in reports and pay stubs. This is also an optional field.

4. Paid - If paid, time off hours will be included in the ‘Total Hours’ columns of the various reports, and also will have pay calculated. If not paid, the hours will still be included in the ‘Time Off Hours’ column of those reports, but not the Total Hours nor will pay be calculated.

5. Allow workers to request Time Off for this code in mobile app - This option is available only if you've already enabled it in the ‘Defaults’. The purpose for the override option here is in case you don't want workers to request a specific Time Off Code, but rather administrators must enter it, such as a holiday.

6. Active  - You can deactivate the Time Off Code by unchecking this option.

Time Off entered by Administrator

Account Owners will always have permission to enter Time Off in the Console for workers. To grant this permission to other Administrators, enable the "Manage Time Off" setting under Settings > Users.

To view or add Time Off:

Step 1: Go to the Fareclock Admin Console and go to Manage. Under ‘Manage’ find and click the ‘Time Off’.

Time Off can be entered for an individual user or in bulk for multiple users. To do so, navigate to the relevant week and select the affected days, applying the appropriate Time Off code. Any existing Time Off will be displayed and can be edited or removed as needed.

In multi-user mode, existing Time Off details won’t be displayed, but you can choose to ‘Append’ or ‘Replace’ time off for all selected users. This option is often used to assign Time Off for holidays across multiple users.

Append: This option will add the new time off to what’s already saved. So, if there are already 8 hours on Nov 14 and you add 4 hours with “Append” selected, the total will now be 12 hours (8 + 4).

Replace: This option will override any existing time off. For example, if a user already has 8 hours of vacation saved on Nov 14 and you add 4 hours with “Replace” selected, the total will now be 4 hours (the 8 hours are replaced).

Time Off requested by Worker

Step 1: Open the Mobile Time Clock application.

Step 2: Tap the ‘Actions’ tab.

Step 3: Select ‘Time off’.

Step 4: Tap the ‘+’ icon in the upper right corner of your screen.

Step 5: The worker will then select a Time Off Code, as well as either a single date or a multiple-date range.

After requesting the Time Off, the request will be in Pending state:

Time Off Approval/Rejection

Step 1: Go to the Fareclock Admin Console and go to Manage. Under ‘Manage’ find and click the ‘Time Off’.

Step 2: Click the ‘Requests’ tab above.

Step 3: To approve the request, click the thumbs up button. To reject it, click on the thumbs-down button. If approved, the Administrator can edit the hours duration for each day of the request date range.

Using Notification

You can also manage time-off requests by approving or rejecting them from the notifications.

Step 1: Go to the Fareclock Admin Console and click the notification.

Step 2: Click ‘View requests’ for Time Off.

Setting Time Off Using Time Cards:

Step 1: Go to the Fareclock Admin Console and go to Manage. Under ‘Manage’ find and click the ‘Time Cards’.

Step 2: You can search for the employee, edit their time-off code, and navigate to the relevant week and select the affected days.