Time Off Request Management

Currently in development! Beta coming soon!

We’re excited to announce that an employee time off requests feature is currently in development for our time and attendance software customers.

Managing employee time off will be easier, faster, and more transparent than ever. Be among the first to experience seamless time-off management with our upcoming feature. Want to shape our time off request feature? Meet with our product team!

Sign up for the beta release today and get early access to simplify your time-off management.

Background

Managing time off requests from employees is easy and efficient and a feature of our low cost time and attendance software. Employees can submit formal time off requests directly—no timecard needed.

Employees request time off using our mobile app, available on both the Apple App Store and Google Play. Learn more by reading the employee help article, “How to Submit a Time Off Request.”

Time Off Request Setup Requirements

For your employees to submit time off requests, make sure you have:

• The time and attendance software add-on with your payroll. Employees DO NOT need to use timecards for the time off requests feature. There is no per employee fee for time off requests.
  • To enable the time and attendance software by going to Settings > Company settings > Add or Cancel Software.

For Paid Time Off:

For your employees to submit paid time off requests, you must have:

• At least one Time Off Hour Type. See our help article, “Setting Up Time Off Hours,” on how to set up time off hours.
• A time off beginning balance for employees, or have time off accrual rules set up.
  • Employees must have a balance of time off hours to request paid time off.
    • Read our help article, “Managing Time Off,” to learn how to add or edit time off hours per hour type for employees.
    • Also read how to “Set Up Accrual Rules ,” to automatically grant time off per time worked.

For Unpaid Time Off:

Unpaid time off requests are for formal internal requests and tracking only. These requests generally will not be added to employee timecards.

How to Manage Requests for a Single Employee

When an employee submits or cancels a time off request, the admin of the account will receive a notification via email. However, anyone with payroll access can approve time off at this time.

1. Go to Payroll > Payroll Tasks > Manage Time Off
2. Click the “Time off Requests” tab.
   • You can easily view how many new or pending requests there are as indicated on the tab. 
   • If there are no pending requests, you will see “There are no pending requests.” on the page. 
3. Choose the employee request you want to review
   • Also learn how to manage multiple requests at once 
4. Click the “View Details” link below their name.
5. A modal will pop up with the request details:
   • Date/time requested
   • Type of Request: paid time off request or a unpaid request.
   • Total time requested
   • Hour Type, PTO, Sick, Jury Duty, etc, (if a paid time off request)
   • Any comments from the employee
6. Additional options in the modal
   • Click “Show Status History” to see when the request was submitted and any actions taken (e.g., approvals, denials).
   • Click “Show Balances” to view the employee’s current balance for the requested hour type.
     • The beta release will not allow an employee to request hours they do not currently have. 
7. You can add an optional note (up to 250 characters) in the “Reviewer Notes” box.
   • This note will not be editable after you have completed the request.
8. Click the “Approve Request” or the “Deny Requests” button to complete this pending request.
   • Click the Cancel link to go back to the previous screen.
9. The employee will be notified in the mobile app dashboard.
   •  If enabled, a push notification will be sent on the employee’s mobile phone. 
10. Approved Paid Time Off (PTO) hours are not automatically added to employee time cards at this time. These hours must be manually entered by either the admin or the employee directly on the time card.

How to Manage Requests for Multiple Employees at Once

1. Go to Payroll > Payroll Tasks > Manage Time Off
2. Click the “Time Off Requests” tab. 
3. To Approve/Deny multiple requests check the boxes beside the employee names or check the top of the employee grid to select all.
4. Type an optional note that will post to all selected employees.
   • The note is not editable after you have completed the request. 
5. Click the “Approve Request(s”) or link or the “Deny Request(s)” link to complete the pending request.
   • Click “Cancel” to go back to the previous screen. 
6. The employee will be notified in the mobile app dashboard.
   •  If enabled, a push notification will be sent on the employee’s mobile phone. 
7. Approved Paid Time Off (PTO) hours are not automatically added to employee time cards at this time. These hours must be manually entered by either the admin or the employee directly on the time card.

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