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).
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
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
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
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)
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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