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Paid Time Off

Summary

The Paid Time Off feature ("PTO") is how you enter and manage non-worked paid hours, such as holidays, vacation, and sick leave. There are two methods to enter PTO for an employee:

1. Administrator adds PTO in the Console

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

Setup

In order to enable the PTO feature, go in the Console to Settings => Paid Time Off, where you'll see the following screen:

 Screen_Shot_2019-04-17_at_8.59.44_AM.png

After enabling the feature, you should see the following:

Screen_Shot_2019-04-17_at_8.59.25_AM.png

As shown, there are additional options whether to allow workers to request PTO in the mobile app, and on which days of the week PTO is allowed (e.g., Monday-Friday, excluding weekends).

After configuring your Defaults, click on the "PTO Codes" link near the top. There, you'll be able to create your PTO Codes. A PTO Code is a labelled type of Paid Time Off. For example, you might want to create separate PTO Codes for Holiday, Vacation and Sick leave. Here is a screenshot:

Screen_Shot_2019-04-17_at_8.59.56_AM.png

Each PTO Code has an option for whether to allow workers to request PTO for it in the 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 PTO Code, but rather administrators must enter it, such as a holiday:

Screen_Shot_2019-04-17_at_9.00.04_AM.png

PTO entered by Administrator

Account Owners will of course always have permission to enter PTO in the Console for workers. For other Administrators, you will need to enable the "Manage paid time off" permission under Settings => Users:

Screen_Shot_2019-04-17_at_10.07.36_AM.png

Administrators with this permission will now be able to view and add PTO for workers by going to Manage => Paid Time Off => Entries:

Screen_Shot_2019-04-17_at_9.01.50_AM.png

PTO can be entered for either a single user or for multiple users in bulk. Either way, you'll want to navigate to the appropriate week, and enter PTO on the affected days with the PTO code. Any existing PTO on those days will be displayed, and can be edited or deleted.

In multi user mode, you won't see existing PTO for those users, but you'll be able to either append or replace any existing PTO for that swath of users. Typically, PTO will be entered in multi-user mode for Holidays.

Screen_Shot_2019-04-17_at_9.02.24_AM.png

PTO requested by Worker

Workers can also request PTO in the mobile app (requires version 2.9+). On the Clock IN/OUT screen in the lower right is a button to access "Paid time off" for that worker:

Screen_Shot_2019-04-17_at_9.10.59_AM.png

After pushing the "Paid time off" button, you'll see:

Screen_Shot_2019-04-17_at_9.11.16_AM.png

To request PTO, push the "+" button in the upper right:

Screen_Shot_2019-04-17_at_9.11.31_AM.png

The worker will then select a PTO Code, as well as either a single Date or a multiple day Date range:

Screen_Shot_2019-04-17_at_9.23.28_AM.png Screen_Shot_2019-04-17_at_9.23.43_AM.png

  Screen_Shot_2019-04-17_at_9.24.01_AM.png Screen_Shot_2019-04-17_at_9.23.55_AM.png

After requesting the PTO, the request will be in Pending state:

Screen_Shot_2019-04-17_at_9.24.10_AM.png

The Administrator can approve or reject PTO requests in the Console under Manage => Paid Time Off => Requests:

Screen_Shot_2019-04-17_at_9.24.35_AM.png

To approve the request, click on the Thumbs Up button. To reject it, click on the Thumbs Down button. If approved, the Administrator will have the ability to edit the hours duration for each day of the request date range:

Screen_Shot_2019-04-17_at_9.24.41_AM.png

After approving the request, the PTO will show up in the app as Approved:

Screen_Shot_2019-04-17_at_9.25.55_AM.png

Administrators can also view the PTO in the Console at Settings => Paid Time Off => Entries:

Screen_Shot_2019-04-17_at_9.25.07_AM.png

Past requests can be audited at Settings => Paid Time Off => Requests by Filtering for status:

Screen_Shot_2019-04-17_at_9.24.50_AM.png

Reports

There is a dedicated Paid Time Off report where you can view the list of PTO Entries for a specified date range. It will include the name of the Administrator who added or approved the PTO:

Screen_Shot_2019-04-17_at_9.26.26_AM.png

You can also view PTO Hours and PTO Pay with the work hours in the Time Cards and Totals reports. The PTO Hours and Pay columns are hidden by default, but you can make them visible in the Report settings.

Screen_Shot_2019-04-17_at_9.27.16_AM.png

 

Screen_Shot_2019-04-17_at_9.28.04_AM.png

Roadmap

The Paid Time Off feature does not currently track balance and auto-accrual of PTO benefits for workers, but that is currently on the roadmap for around the end of 2019. This upcoming enhancement will allow you to configure the rate at which each worker accrues allowed PTO for each PTO Code. For example, the worker might earn 8 hours of Vacation per month, or 2 hours for every 40 hours of work, etc. Any used PTO will then be subtracted from the accrued balance. There will also additional options, such as "use it or lose it" policy, allowing negative balances, etc. Stay tuned!

 

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