The Time Off feature is how you enter and manage non-worked paid and/or unpaid hours, such as holidays, vacation, sick leave, and unexcused absence. 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
In order to enable the Time Off feature, go in the Console to Settings => Time Off, where you'll see the following screen:
After enabling the feature, you should see the following:
As shown, there are additional options whether to allow workers to request Time Off in the mobile app, and on which days of the week Time Off is allowed (e.g., Monday-Friday, excluding weekends).
After configuring your Defaults, click on the "Time Off Codes" link near the top. There, you'll be able to create your Time Off Codes. A Time Off Code is a labelled type of Time Off. For example, you might want to create separate Time Off Codes for Holiday, Vacation and Sick leave. Here is a screenshot:
Each Time Off Code has an option for whether to allow workers to request Time Off 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 Time Off Code, but rather administrators must enter it, such as a holiday:
Time Off entered by Administrator
Account Owners will of course always have permission to enter Time Off in the Console for workers. For other Administrators, you will need to enable the "Manage time off" permission under Settings => Users:
Administrators with this permission will now be able to view and add Time Off for workers by going to Manage => Time Off => Entries:
Time Off 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 Time Off on the affected days with the Time Off code. Any existing Time Off on those days will be displayed, and can be edited or deleted.
In multi user mode, you won't see existing Time Off for those users, but you'll be able to either append or replace any existing Time Off for that swath of users. Typically, Time Off will be entered in multi-user mode for Holidays.
Time Off requested by Worker
Workers can also request Time Off in the mobile app (requires version 2.9+). On the Clock IN/OUT screen in the lower right is a button to access "Time off" for that worker. On older app versions, the button might read "Paid time off", but they also support Unpaid Time Off if you've configured that.
After pushing the "Time off" button, you'll see:
To request Time Off, push the "+" button in the upper right:
The worker will then select a Time Off Code, as well as either a single Date or a multiple day Date range:
After requesting the Time Off, the request will be in Pending state:
The Administrator can approve or reject Time Off requests in the Console under Manage => Time Off => Requests:
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:
After approving the request, the Time Off will show up in the app as Approved:
Administrators can also view the Time Off in the Console at Settings => Time Off => Entries:
Past requests can be audited at Settings => Time Off => Requests by Filtering for status:
There is a dedicated Time Off report where you can view the list of Time Off Entries for a specified date range. It will include the name of the Administrator who added or approved the Time Off:
You can also view Time Off Hours and Time Off Pay with the work hours in the Time Cards and Totals reports. The Time Off Hours and Pay columns are hidden by default, but you can make them visible in the Report settings.
If a Time Off Code is not Paid, then it will not contribute to either Total Hours or to any Pay. But there will still be a separate Time Off Hours columns, so you can track it separately.
The Time Off feature does not currently track balance and auto-accrual of Paid Time Off (PTO) benefits for workers, but that is currently on the roadmap for around Spring of 2020. This upcoming enhancement will allow you to configure the rate at which each worker accrues allowed PTO for each Time Off 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!