bob’s time off activity log shows each person’s time off balance across policies so that you know exactly how time has been allocated and used. Using the activity log, you can see previous cycles and balance carryover over time, as well as detect and resolve discrepancies both retroactively and proactively.

bob's time off activity log can be used as a high-level view of the Time off feature, showing how holidays, sick days, and other activities all affect an employee's balance in a given work cycle. Each cycle can be viewed at a glance as well as in-depth.

Note: Access to some capabilities described in this article is managed by your company's HR admin. If you do not have access and believe you should, reach out to them.

How to read your activity log

Each policy can be viewed at a high-level, summary view, or in depth where all time off activities related to that policy can be reviewed.

For how to use the different actions (e.g. adjusting balance) in the activity log, go here.

How to read a policy summary

A policy summary showcases an overview of the person’s time off activities over time with the following fields as relevant to the policy set up.

  • Annual allowance: the amount of days/hours that can be taken in a year

  • Current balance: the total amount of days or hours that can be used as of the current cycle

  • Current cycle: the start and end date of a cycle. Cycles may be annual, monthly, semi-monthly, bi-weekly, or weekly

  • Previous balance: the closing balance at the end of the previous cycle

  • Days/hours accrued: the total amount of days/hours accumulated overtime as of the current cycle

  • Days/hours taken: total days/hours already taken in this cycle as related to the particular policy

  • Days/hours booked: total days/hours booked in the current cycle that will take place in the future within the current cycle

  • Approval Settings: the policy’s specific approval settings

You may also see the note regarding any expected deductions, stating how many days/hours will be deducted from your balance if they are not used by the specified date.

To review all activities related to a person’s activities for a certain policy per cycle, continue to the next section of the article.

Note: if your organization has an unlimited policy, e.g. unlimited number of sick days per cycle, then those will be symbolized using the infinity symbol ∞

How to read a specific policy cycle’s time off activities

To review all activities of a particular time off policy, click on the Balance activity button inside the policy’s summary.

By default, the page will showcase the current running cycle with its date range, carryover days, and expected closing balance.

To review previous closed cycles, click Show more. This will display one or more of the latest cycles, and you may continue to click on the button until you see the cycle you’d like to review.

Note: previous cycles with the time off information that was migrated and imported into bob will not display the breakdown of information as the calculation occurred outside of bob

To review activities of a specific cycle more closely, click on the arrow on the left hand part of the cycle section. You will see the following details in the cycle summary:

  • Carryover: the amount of days/hours that can be carried over for use from the previous tracking year to the following year as per the settings

  • Starting balance: the amount of days/hours that can be used from the previous cycle in the following cycle

  • Days/Hours accrued: the amount of days/hours granted as per the cycle settings, e.g. if there are 20 vacation days given in a year, and the cycle is monthly, there will be 1.67 days accrued per month

  • Time off requested: total number of approved days/hours requested in the reviewed cycle

  • Admin adjustments: manual corrections conducted by the HR leader

  • System adjustments: automatic deductions triggered by system events, e.g. post-carryover expiration

  • Expected closing balance: the total balance as of the end of the running cycle

  • Closing balance: the total balance as of the end of that particular cycle

You may review each of the details in-depth by clicking on their corresponding tabs below the cycle summary, where a breakdown of each activity will display in rows (e.g. if there were five time off requests, there will be five rows in that tab).

Notes:

  • the tabs will display as relevant for each policy and policy cycle

  • A tab may also include some actions. For instructions on how to use them, go here

Carryover/Starting balance

This tab displays the breakdown of the carryover or starting balance of the reviewed cycle, showing the following columns:

  • Carryover/starting balance date: effective date for when the days/hours were allocated from the previous cycle into the reviewed cycle

  • Amount: amount in days/hours that were allocated from the previous cycle into the cycle being reviewed

  • Updated on: when the update took place, whether manually or by the system

  • Updated by: showing whether it was a system or manual update

  • Note: if manual, this will show information regarding the update

Days/Hours accrued

This tab displays the total number of days/hours accrued in the cycle per the policy settings, showing the following columns:

  • Accrual period: the date range of when the days/hours were accrued in the reviewed cycle

  • Amount: the total amount of days/hours accrued in the reviewed cycle

  • Note: the breakdown of how the accrued days were calculated

Time off requested

This tab displays all of the time off requests of the reviewed cycle. If you’re viewing a current cycle, you’ll also see upcoming requests, whether approved or not. The following details will be displayed in the columns:

  • Status: the status of the request
    Tip: Click on the Status dropdown to select a particular status to review the time off requests of the given cycle, e.g. approved, pending, rejected, etc.

  • Request period: the date range of time off requested, e.g. 21/12/2021 - 28/12/2021 (morning) will show if only the morning of the 21st of Dec. in 2021 was requested

  • Duration: the gross amount of the requested time off, i.e. non-working days will also be included so a 5-day vacation in the US will show as 7 days

  • Requested on: the date of the request

  • Requested by: the person who had made the request

  • Approvers: the approval flow for the request

  • Total deducted: the total amount deducted

    • Infotip icon: a note for any request that crosses over across two cycles, i.e. between the end of one cycle and into the next one

    • Purple lightning bolt icon: indication of a retroactive change that was conducted

  • Attachment: any attachments to the requested, e.g. a sick note, if included

  • Description: the text entered in the description upon making the request, if included

  • Reason code: the selected reason for the request, if included

Admin adjustments

This tab displays any manual adjustments made by an HR admin in your organization, showing the following columns:

  • Adjustment type: whether the type was a balance adjustment or the amount of days or hours were adjusted

    • Balance adjustment: adjustments made for the entire balance of a given policy, e.g.

    • Days/hours adjustment: adjustments made to add or subtract days/hours of a balance during a particular cycle, e.g. adding a

  • Adjusted by: the person who had made the adjustment

  • Adjustment date: the date during which the adjustment occurred

  • Effective date: the date during which the adjustment applies to

  • Amount: the amount that was added/deducted from the balance

    • Note: a purple lightning bolt icon may show whenever the adjustment was done after the cycle had been locked

  • Reason: further explanation for the adjustment entered by the person who conducted it (optional)

System adjustments

This tab displays any automatic system adjustments made. Typically this will showcase deductions made as per the policy settings. The following details will be displayed in the columns

  • Type/event: text indicating what type of adjustment or system event triggered the adjustment

  • Adjustment date: the date during which the adjustment occurred

  • Amount: the amount that was added/deducted to the balance due to the system event

  • Reason: a more detailed explanation of the system adjustment

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