8. Approving Time Off

If you’re a Manager, you may get an email notification that you have a Time Off Request that needs to be approved.

You can also see Time Off Requests in the ‘Pending Action’ box on the Dashboard. You can go straight to the Request by clicking on the link with the employee’s name.

You will now find yourself in the Time Off tab of the Employee, and you are in the Request that needs to be approved. 

You will see what type of request it is at the top: Holiday, Sick or Other; and you also see the start and end dates for the Time Off.

If you see this airplane icon for any date, it means that someone else is already on Time Off at that time. You can also check this with the holiday calendar at the bottom of the page, to see if anyone else has time off versus the request that’s been made. 

You can decide then if this employee can be off at the same time.

Looking at this request, we can see that the total amount of paid hours requested are 56, but if we look at the summary box on the right, we can see that the balance to date for this employee is only 37.66 hours. 

However, we have more than 5 days selected for her to be paid for the week, so I can change two of these day to be unpaid like a regular working week. 

If I don’t want the balance to go into minus figures, I also have the ability to edit these hours per day to be less than the standard day. 

Please note: if you track days using the average hours per day calculation, you will not be able to edit the amount of hours per day in a Time Off record. 

Once you’re happy with how the request looks, you can put in a manager response for the employee. Then click “Approve and Save”.  You will then have the option to Notify the employee so they receive an email to let them know their request was approved. 

An approved request then becomes a Time Off Record.  These are stored on the employee profile in different tabs.  You cannot delete Requests, but you can edit and delete Time Off Records.

You can also in this view decide to just see Paid or Unpaid Time Off using these check boxes, or change the Type of record you want to view using this dropdown. 

You can also manually enter Time Off records for employees directly through the Time Off tab. Click on “Add Time Off” and then select the type of Time Off to log.

Select the start and end dates for this Time Off, and if the majority days are paid or unpaid.