Managing Time Off Requests

When your staff submits a time off request, you will then need to approve or deny the request.

Pending Time Off Requests that are not approved or denied within 60 days automatically expire and no longer appear on the home card. Historical Time Off Requests older than 90 days in the past are not visible from the Time Off Request screen, but still appear in reports.

If you set up your contact information and staff manager notification settings under User Settings, you can be notified whenever staff requests or cancels time off.

Approving Time Off Requests

To approve time off requests:

Select Time Off Requests under Staff in the menu or select the Open link on the Time Off Requests card on the Home screen.

Step Results: The Time Off Requests screen opens.
Select Filters to change the settings for which time off request cards appear based on the status and/or a date range and then select Done or enter a name in the Search box.
Select Approve on the Time Off Request card for the request you want to approve.

Note: Select the calendar icon next to the staff’s name to view the time of request in the context of the staff’s schedule for that week as well as the staff’s time off activity.

Step Results: The Time Off Request will open.

If your agency has licensed Time Tracking and the Link Time Off Request to Time Tracking feature is turned on in Options, review and modify the the following information, if needed. If not skip to step 5.

Begin/End Date Time

Hours

Enter the Begin and End Time if staff's non-worked time is entered with begin/end times for the number of hours staff will be paid or the total number of hours the staff will be paid during his/her time off for each day requested.

Cost Center

The Cost Center that this paid time off request is for.

Task

The Task this paid time off request is for. You will only see the tasks for the job titles that have a wage type associated with the time off reason selected.

Note: If you need to distribute the hours up for a single day between multiple cost centers or tasks, select the + sign beneath Task and another row will appear.

Enter any notes you want to relay to the staff and select Approve again.

Step Results: The staff will be notified of the status of the request. Staff will not be scheduled during the request time off timeframe. If he/or she was already scheduled during this time, the shift will be flagged. If you are using the Link Time Off Request to Time Tracking feature, corresponding Non-Worked Time entries were created for this staff in the Staff Log. The Non-Worked Time entries will then need to be approved in the week in which they occur. You will see a link to Staff Log on the Time Off Request.

Denying Time Off Requests

To deny time off requests:

Select Time Off Requests under Staff in the menu or select the Open link on the Time Off Requests card on the Home screen.

Step Results: The Time Off Requests screen opens.
Select Filters to change the settings for which time off request cards appear based on the status and/or a date range and then select Done or enter a name in the Search box.
Select Deny on the Time Off Request card for the request you want to deny.

Step Results: The Deny Time Off Request pop-up will open.
Enter any notes you want to relay to the staff and select Yes

Step Results: The staff will be notified of the status of the request.. If you are using the Link Time Off Request to Time Tracking feature and this request was previously approved the corresponding Non-Worked Time entries will be voided.