Target Audience

Managers and Employees.

Overview

Under certain conditions, an employee can request time off that overlaps with a previous request already submitted, and regardless of whether the former request had been approved. This is especially useful when time off is requested during a pre-booked working period. For example,

  1. A sick day is taken during a “Work Travel” period, or

  2. Vacation time taken during a two week period of “Working remotely”.

The purpose of this feature is to save time for the employee and their manager on splitting time-off requests when needing to take a leave during a pre-booked working period.

As an Admin, click here to learn more about how to set up a Time-off Policy Types that allows request override.

Which time off requests can be overridden?

Given that the Admin has chosen to allow it, requests that are submitted on policies that track working time or unpaid non-working time can be overridden. Contrarily, a request submitted for a period during which the employee will not be working and paid cannot be overridden by another request of any policy.

How to override an existing request

  1. Click on Submit time off from the My Time Off side menu

  2. Fill out the fields with information in the form, and set the dates and time period to overlap an existing request.

  3. Click on Submit to override the previous request

A dedicated alert will be presented to let you know that a request with a conflicting time period already exists.

In the above example, The employee is requesting half a day of holiday during a week attending an educational course to which they were sent by their company.

Read more here about how to manage my time off requests.

Reviewing overlapping requests

An Approver of time off requests, is presented with information that allows them to identify overlapping requests. Click here to read more about managing time off requests.

  1. In the side menu, navigate to the Requests page

  2. Expand a request pending approval (either pending your approval or approval from others)

  3. Approve the request by clicking on the checkmark icon for the relevant request

The employee has two requests overlapping in time period- a half day off on September 3rd while traveling for work between September 1st and 6th.

Once both requests have been approved, the duration of the overriding request is deducted from the first request’s duration. In this example, the work travel is scheduled for 6 days but a 0.5 day holiday during travel is now approved, resulting in a residual 5.5 days of work travel.

On the Homepage the employee will be listed as sick instead of on work travel during the overlapping period. This way their status is up to date for the benefit of all others in the company.

Notes

  1. The requests are kept on record in an employee’s Requests. In case the original request has been fully overridden by a new one, the former request will remain in the list of requests, displaying zero (0) as the total days.

  2. If a work-related time off request (e.g. work travel) is overridden by a non-work-related time off request (e.g. a sick or vacation day in the middle of the work-related request), then the original work-related time off request may not be edited to extend. To add more work-related days, submit a new request.

Frequently Asked Questions

Question: Must the first request be approved before submitting or approving an overriding request?

Answer: Not at all. The original request can be pending approval while the employee will still be able to submit an overlapping request.

Question: If the overriding request is canceled, is the duration of the original request restored to the full length of the time-off?

Answer: Yes. In the example above, the Work Travel request will return to a 6 days duration after the Holiday request has been canceled.

Question: Should the period of the overriding request fall entirely within the period of the former request?

Answer: No. The overlap between the requests can cover one or more dates so that the former request can end prior to the overriding request or start during the period of the overriding request.

Question: How does the employee know not to request time-off that overrides a former request of a policy type that does not allow overlapping requests?

Answer: The employee will be presented with an alert indicating that a request exists that cannot be overridden, as presented below.

Question: Can overlapping requests be submitted from the Mobile Application?

Answer: Yes. The Mobile Application supports the same employee experience as the desktop application.

Question: Can overlapping requests be submitted from Slack?

Answer: Yes. Slack will alert the user with the same message presented in-app. Click here to find out more about submitting time off requests via Slack

Question: Can overlapping requests be submitted from Microsoft Teams?

Answer:Yes. Please note that the override alerts are not presented via the Microsoft Teams interface.

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