In addition to the Calendar display mode (that provides an overview of employee's time-off and shows overlapping requests on a given date) Admins and Managers can now manage time-off requests using a tabular display mode under the "Requests" screen called "Manage". The "Manage" tab provides detailed information about every request (such as its status, the request dates, approver name, etc.) so that the user can prioritise the requests to be approved for a given date range as well as perform additional bulk actions on selected time off requests. The actions that can be performed are:
- Approve requests
- Cancel requests
- Decline requests
- Delete requests (applicable for requests that were imported into the system)
Admins and Managers
Benefits of working with Manage screen
Cross organisation changes in time off
Occasionally, a company might need to undergo changes in the time-off policy settings that may require that all existing time off requests are no longer associated with the former policy type but linked to a new policy type. This could result from regulations/compliance changes or from a significant event that operationally affects how employees request leave.
An example would be the COVID-19 epidemics which brought up the need that employees would "exchange" or cancel their holiday requests with work from home requests. In this case the requirement is for Admins/Manager to be able to cancel dozens of requests and inform the employees to re-submit time off request only to a different policy type.
We the ability to bulk cancel requests, we make sure that once a new policy type is set there are no pending time-off requests left "hanging" so that when employee submit new time off requests they are no prompted with conflict errors.
Additionally, the user can bulk approve or decline time off requests for a pre-filtered group of employees, policy types, and date range to provide a quick action if needed.
Setup and implementation phase
During the setup and implementation phase time-off settings might change several times for the sake of testing. Once the a bulk import of time-off requests is conducted, you cannot convert the requests from one policy type to another. This requires that Implementation creates a back door request for the DEV team to bulk cancel all the requests so that they can be re-imported after the new policy type was set up. With the Manage screen, this can be address swiftly, by selecting all requests and bulk cancelling them. In addition, some of the imported requests may need to be removed, so it is important to be able to distinguish between requests submitted by the users and imported request, to be able to delete the latter.
The Manage Screen
To access the Manage view, from the Request page, scroll down to where the Calendar shows and click "Manage".
Please note: this option will show only if the user has permission to manage requests (so an employee will not be able to access this view).
You can filter the requests that will show by using the following filters:
- Group: select the sites/department (based on your permission)
- Policy Type: you can review the requests for multiple policy types at a time
- Request Status: this allows you to filter requests by the following statuses:
- Approved by first tier: this means that the request is pending the second approver
Clicking on "Advanced" will allow you to further narrow down the list of requests by adding condition based filters, by using employee identifier fields or 'Time off requests' fields.
Tip: choose 'Originated from import' , set the condition to 'Equals' and the result to 'Yes' to filter only requests that were imported into the system.
This is helpful in case you wish to perform bulk actions only on imported requests.
4. Date range: you can define for a given date range what requests to show. You can set a custom start - end date or use a preset date range (such as today, yesterday/tomorrow, last month/ this month/ next month and so on.
Please note: the requests that will show based on the date range selected may extend the duration of defined. For example, if the date range selected is to show this month's requests. requests that end this month but started on the previous month or end on the following month will also show.
5. Search for specific employee
Each row is a request submitted by an employee. Since for a given filter, there could be more than one request by employee, there could be more rows than the employees selected. For example, in a given month, there could be 20 requests submitted by 11 employees: some may request the same type of leave (say holiday) several times during the month, and some may request different leaves for this months (say holiday, sick and work from home).
The columns provide information about the request to provide as much information to the user so he can intelligently apply bulk actions on a set of selected time-off requests.
The type of columns can be controlled by the column picker icon, where you can add/remove columns. To add/remove columns that pertain to the requests, check the desired columns under the "Time off requests" group.
Tip: add the 'Originated from import' column to show whether a requests was submitted via the system or imported into the system.
- To perform a bulk approval/cancellation/decline/delete of time-off request, mark the relevant requests by ticking the checkbox or tick the top most checkbox to select all requests.
- From the menu, select the action you wish to perform
3. A pop up will show and provide you with information about the bulk actions you are about to perform.
In case all the selected requests can be cancelled (there are no exceptions or errors) the all the request will have a green colour coding and will prompt the user that the update will take place
4. In case some of the the bulk action cannot apply to all requests, it will provide details as to the type of errors and exceptions that may prevent the user to address it.
An exception (orange) means that the bulk action can be performed but it will cause an exception. Typically this would happen when the user attempts to perform a bulk action on a request that belongs to a past cycle that is already locked and thus the change will not update the balance calculations
An error (red) means that the bulk action cannot be performed. Typically this would happen if the action is not applicable as a request is already in the desired status (for example, cancelling a request that is already cancelled) or when there is a validation error that does prevents from performing the action (for example, a future request...)
Clicking a given status (on the X requests) will open an overlay which will provide more insight as to the requests that pertain to a given status. It shows the request status, the name + role of the employee, the request date (from - to) and the policy type.
Example: clicking on the 12 Requests - request is already cancelled, will show an overlay (scrollable) with all 12 requests that have already been cancelled which means the bulk cancel action will not apply to them.
Note about Bulk Delete action
To avoid unintentional deletion of request, deleting a requests whose status is not cancelled is not allowed.
Manage screen permissions
- To access the Manage screen and perform bulk actions, the user needs to have permission to manage time off requests.
Make sure that "create and manage selected people's time off requests" is checked.
2. The option to conduct bulk delete is only reserved to Admin users as it requires the permission "Create time off requests through 'bulk import' function" to be enabled.