Use actions in Time off activity log

The time off activity log allows you to review time off balance across policies and cycles so that you know exactly where you stand. Using the activity log, you can see previous cycles and balance carryover over time, and detect and resolve discrepancies both retroactively and proactively. This article covers how to make those adjustments while this article provides an overview of how to read and understand the time off activity log.

The following actions that can be taken from the Time off activity log

• Request time off

• Manage another person’s time off (e.g. assign a policy to your direct report)

• Adjust cycle records

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 request time off

At a glance, you’ll see all of the policies that are relevant to you, any upcoming requests, and the Request time off button (see instructions for how to request time off here).

How to manage other people’s time off

For HR leaders and managers who wish to perform bulk adjustments on behalf of their employees, follow the steps under the Action Menu part of this article, which is also available in each employee’s time off activity log. To learn more about how to review an employee’s time off, review this article’s Manage Tab section.

How to adjust cycle records

You may review each of the details in-depth by clicking on their corresponding tabs below the cycle summary. A tab may also include some actions, as detailed below, with linked instructions as to how to use them.

Cycles may be adjusted in different ways (detailed in the table below) to provide the most accurate depiction of time taken, thereby supporting payroll calculations and time off allocations.

All manual cycle adjustments will be reflected in the Admin adjustments tab. bob displays a purple lightning bolt to note retroactive changes, i.e. changes that occurred after a cycle has been locked.

Tip: refresh the page to see the change made if you don’t see it automatically

How to adjust a cycle’s balance

Adjusting a cycle’s balance, whether by adding or subtracting to it, can be done when an admin needs to conduct changes, typically ad-hoc, e.g. bulk corrections for multiple employees, reconcile changes with the payroll system, etc.

Follow these steps to adjust a cycle’s balance

1. Press on the cycle you wish you adjust

2. Click on the Actions button on the top right side of the

3. Select Adjust balance

4. Click on the Adjustment type dropdown and select whether you wish to Add or Subtract days/hours

5. Enter in the amount of days or hours you wish to adjust in the field to the right of Adjustment type, either labeled Days or Hours, depending on the policy

6. Enter a reason for the adjustment

The change will be documented under the Admin adjustments tab as well as in the relevant fields in the cycle summary.

How to adjust the time used in a cycle

Adjusting the time used in a cycle can be done to correct the time that had been taken by a specific person in a specific cycle.

1. Press on the cycle you wish you adjust

2. Click on the Actions button on the top right side of the

3. Select Adjust time used

4. Select the Adjustment type from the dropdown, whether to:
   - Increase amount taken by, or
   - Decrease amount taken by

5. Enter the numerical amount under the Amount field, which will state whether the cycle is set by days or hours

6. Enter a Reason for the adjustment

7. Click Apply

The change will be documented under the Admin adjustments tab as well as in the relevant fields in the cycle summary.

How to adjust the starting balance/carryover amount of a particular cycle

Adjusting the starting balance/carryover of the current cycle can be done manually to ensure that the employee’s current starting balance and carryover information are accurate and up to date when rolling from the previous to the current cycle.

Note: this action can only be done on the current cycle

1. Press on the cycle you wish you adjust

2. Click on the Carryover tab

3. Click on the three dot menu of the request you wish to edit

4. Select Edit carryover/starting balance amount

5. Enter the numerical amount under the Amount field, which will state whether the cycle is set by days or hours

6. Enter a Reason for the edit

7. Click Apply

The most up to date carryover/starting balance amount will be reflected in the first row of the Starting balance/carryover tab.

How to edit or cancel a particular time off request

People may edit or cancel their future time off requests according to the permissions set in your organization.

How to edit a time off request

1. Press on the cycle you wish you adjust

2. Click on the Time off requested tab

3. Click on the three dot menu of the request you wish to edit

4. Select Edit request

5. Click on the field below From to select the first date of the request from the calendar

6. Select the Time period from which the request will begin
   - All day: the full day is requested
   - Afternoon: the request will begin at noon

7. Click on the field below To to select the last date of the request from the calendar

8. Select the Time period from which the request will end
   - All day: the full day is requested
   - Morning: the request will end before noon

9. Enter a Description for the request

10. Click on the document icon

11. Click on the Upload button to include any necessary documents (e.g. sick note). Upload the file(s) in one of two ways:

    - Drag and drop the file, or

    - Select the file(s) from your computer

     

12. Click Upload.

13. Check the Auto approve this request checkbox to automatically approve the request Note: this option will only appear for those with the permissions to do so

14. Click Submit.

The most up to date request's information will display in the request's row.

How to cancel a time off request

1. Press on the cycle you wish you adjust

2. Click on the Time off requested tab

3. Click on the three dot menu of the request you wish to edit

4. Select Cancel request

5. Click Confirm

The cancelled request will be found under the "All" option in the Status dropdown of the cycle's Time off requested tab and will display a "Canceled" status.

How to delete an admin adjustment

Adjusting a particular adjustment can be done to undo any manual adjustments.

1. Press on the cycle you wish you adjust

2. Click on the Carryover tab

3. Click on the three dot menu of the admin adjustment you wish to delete

4. Select Delete

The deleted admin adjustment will no longer appear in the activity log.

Note: this action cannot be undone