The Time Off section in Company Reports includes a range of customizable reports, each showing a different aspect of Time Off tracking.

They include Total Days Taken, Balances, Pending Request and Policy Assignment.

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How to access time off reports

  1. From the left menu select Analytics > Reports.
  2. Click Company reports > Time Off.
  3. Select one of the reports.

Most reports are also available as a template. Click + Add new > Report > Use a template, select the desired report and click Generate. You can then save the report in Company reports, where it will be available to everyone in your company has access, or in My reports.

Get the most out of Bob

All of the time off reports contain these useful functionalities:

  • Customize: Add/remove columns to the report and save it under a different name.
  • Schedule: Set the report to run automatically at a given time.
  • Format options: Issue the report in CSV or XLS format.
  • Time Range Cycle: Run a report from the start and end dates of an attendance cycle.
    For example, if there are two monthly attendance cycles at a given site - Salaried employees, from the 25th to the 24th, and Hourly Employee, from the 1st to the 31st - you can run the report for each group separately.
  • Preset Date Ranges: Run the report to cover date ranges including Yesterday, Last Week, This Month, Last Month, Last 7 days, and Last 30 days.
  • Custom Time Range: Run the report to cover a specific time range using the calendar.

The following reports are available out of the box in Company Reports:

Time Off Taken Report — This Month

This report shows the total days/hours each employee has taken off using specific policy types during a given period (set by default to a month).

It shows one row per employee and one column per time off policy type.

To add policy types to the report, click the column picker, scroll to the “Time Off Days Taken” section and select the policy type you wish to display.

Note: The report shows time off taken by policy types, not individual policies. 

Filters

  • View: filter by site or department.

  • Lifecycle status: filter by an employee’s current employment status, such as employed, hired, terminated).

  • Employment: filter by the type of employment, such as full time or part time.

Important note about the Lifecycle Filter: Currently all reports in the system (not just Time Off Reports) will show the records of a given employee based on his current status only, and not with respect to the point in time. So when running the report for the past month, where an employee was terminated during this month, the record will not show if the filter was set to show “hired” employees only (because as of today the employee is terminated). 

Time Off Absence summary

This report shows information about Time Off days/hours taken, where each row shows a Time Off event. Unlike the Time Off Taken Report, it shows a row per Time Off taken per employee (meaning, an employee may appear more than once). The report shows the following information:

  • The date the time off was taken

  • The duration of the leave

  • Whether the Time Off was taken in Days or Hours

  • Day Portion - If Time Off was taken for the full day, part of the day, or several hours

  • Working - If the Time Off taken was considered a working day (typically for policies like work from home) or a non-working day (like sick).

  • Stage - the status of the request: pending approval, approved or rejected.

  • The Request Date - When the request was submitted

  • Approver - the name of the direct manager or appointed manager who is in charge of approving the employee’s request

  • Approval date - when was the request approved

To add or remove the above columns, via the column picker, navigate to “Time Off Absence By Day” section and check the relevant columns:

Balance Summary Export

This report shows the employee’s balances for each policy the employee is assigned to. The report shows a line per policy type per employee. The following fields are available:

  • Policy Type

  • Unit - whether the policy type is in days or hours

  • Policy name

  • Annual Allowance - the amount of days/hours the employee is entitled per year based on the policy settings

  • Total allowance - the updated amount of days/hours an employee is entitled per year based on the policy settings including the change based on years of service

  • Years of Service - the additional amount of days/hours the employee is entitled based on his seniority.

  • Balance as of cycle start - show the employee’s starting balance (or previous balance) upon the cycle start date.

  • Balance as of end of cycle - show the employee’s ending balance upon the cycle end date.
    Example: Danny's Holiday balance as of start of cycle shows as 7 days which corresponds to the “Previous balance” and the balance as of end of cycle as 4 days which is the current balance as per this months (in this case the expected closing balance as of 31/12/2021)

  • Balance adjustment - shows any manual change in balance conducted by Admin

  • Days accrued - shows the amount of days/hours accrued in cycle

  • Hours worked to accrual - this will show the total amount of hours worked that was converted to a time off accrual.
    This requires that the Time & Attendance module is activated.
    It is applicable to hourly policies only, where the calculation mode is set to “accumulate hours by hours worked” and will calculate the total amount of hours worked and approved for a given cycle.

  • Days taken - shows the total amount of days/hours taken (used) this cycle

To add or remove the above columns, via the column picker, navigate to “Time Off balance summary” section and check the relevant columns.

Point in time balance report

Unlike the Balance Summary export report, this report provides the Payroll/Finance team with the ability to view employees' time off balance on a given date, including in the future.

This allows the payroll department to anticipate the remaining holiday balance should the employee be terminated.

This is important especially for employees assigned to annual cycles, where the allowance is not accrued on a monthly or more frequent basis, but given in advance.

So if an employee gets 25 days of leave (in advance) as of 01/01, Admin wants to know what is the current balance (say as of 31/07) as if the employee was terminated today.

If by 31/07 the employee already took 18 days of holiday then assuming that his balance is prorated upon termination then: 25 allowance /12 * 7 - 18 = - 3.42 days and that means that we need to deduct 3.42 holiday days worth of his salary.

This report, therefore "simulates" the balance upon termination based on a point in time date provided by the user.

The report offers the following filters:

  • Date: the point in time date the user sets to view the balance for given policy types balance.

    You can set any past or future date, however, a future date is limited to the current cycle end date. For example, for the current annual cycle that runs from 01/01/2021 - 31/12/2021, the user will be able to see the balance as of 30/12/2021 (as on the 31/12 the cycle ends and end of cycle adjustments such as carryover happen).
  • Policy type: you can multi-select the policy types whose point in time balance you wish to review.

  • View by: Filter the records by Sites/departments.

  • Lifecycle status

  • Employment

  • Click the "Advanced" button to set custom filters

The following fields are available:

  • Policy type

  • Policy

  • Starting balance (as of the beginning of the cycle)

  • Starting balance as of - show the date where the cycle starts

  • Cycle details - show the cycle frequency, activity period, carryover date and cutoff time

  • Total taken - shows the total amount of approve time off taken up to the selected point in time

  • Total admin adjustments - shows the total admin adjustments to the employee's balance up to the selected point in time

  • Total system adjustments - shows the total system deductions (such as carryover expiration) up to the selected point time

  • Total balance as of date - shows the employee's expected balance as of the point in time (should the employee was terminated on the select date)

  • Point in time - refers to the point in time date set in the "Date" filter

  • Annual allowance - show the annual entitlement of the employee

  • Proration mode - shows whether the employees allowance is prorated (that is trimmed based on the amount of time the employee was assigned to the given cycle) or not prorated (that is the full amount is given regardless if the employee was assigned to the policy for the whole d

To add or remove the above columns, via the column picker, navigate to “Time Off balance summary” section and check the relevant columns.

Time Off Pending Requests Summary

This report shows the list of all pending requests that employees submitted (awaiting approval). The report will show a line per request per employee. The report offers the following information about the pending requests:

  • Start Date - the date the time off request starts

  • Start Date Portion - whether on the date the request starts the time off taken is for the whole date, part of the day or several hours

  • End Date - the date the time off request ends

  • End Date Portion - whether on the date the request ends the time off taken is for the whole date, part of the day or several hours

  • Duration unit - whether the time off taken was in days or hours

  • Total Duration -The total amount of days/hours requested

  • Duration in range - the total amount of days/hours requested that fall within the report range

  • Example: if the report’s date range was set to show requests for last month only, but some of the requests end on the current month, it will only show the total days/hours within the report defined range.

  • Requested on - the date the request was made

  • Stage - the status of the request

  • Waiting for - the name of the approver

  • Policy type

  • Has attachment - will show if for the request, the employee added an attachment

  • Description - will show if for the request, the employee added a note

To add remove the above columns, via the column picker, navigate to “Time Off pending requests” section and check the relevant columns.

Time Off Approved Request Summary

This report shows the list of all approved requests that employees submitted. The report will show a line per request per employee. The report offers the following information:

  • Start Date - the date the time off request starts

  • Start Date Portion - whether on the date the request starts the time off taken is for the whole date, part of the day or several hours

  • End Date - the date the time off request ends

  • End Date Portion - whether on the date the request ends the time off taken is for the whole date, part of the day or several hours

  • Duration unit - whether the time off taken was in days or hours

  • Total days requested -The total amount of days/hours requested

  • Effective days - the total amount of days/hours requested that fall within the report range

  • Example: if the report’s date range was set to show requests for last month only, but some of the requests end on the current month, it will only show the total days/hours within the report defined range.

  • Requested on - the date the request was made

  • Stage - the status of the request

  • Waiting for - the name of the approver

  • Policy type

  • Has attachment - will show if for the request, the employee added an attachment

  • Description - will show if for the request, the employee added a note

To add remove the above columns, via the column picker, navigate to “Time Off request summary” section and check the relevant columns

Time Off Policy Assignments Summary

This report shows, for the selected time frame, all employees who were assigned or unassigned to Time Off policies, the date the assignment/un-assignment happened, by whom, and the effective date. The report offers the following information:

  • Policy Type

  • Policy Name

  • Change (the type of action performed)

  • Assign

  • Unassign

  • Changed by (the user who assigned/unassigned the employee to/from the policy)

  • Effective date (the date the change applied to)

  • Changed at (when the change was done)

To add remove the above columns, via the column picker, navigate to “Time Off policy assignments summary” section and check the relevant columns

Time Off policy audit

This report allows you to keep track of any changes made to time off policies. This provides transparency for internal and external auditing for system changes, clarity to administrators about changes in the time off settings and allow Admins, CX, SME’a and Dev to inspect issues that could have resulted from changes in the time off settings and the effective date of the change.

A separate row is displayed for each change made. So if an admnistrator made changes to four different fields at one time they will each be displayed in a separate row.

The report offers the following information:

  • Policy name
  • Date of change (date + time)
  • Changed by
  • Category: the section within the policy that was changed
  • Change field: the field that was changed
  • Original value
  • Updated value

All requests

This report allows you to create a list of all the time off requests submitted during a selected period . This includes time off requests that are currently in any status, including Approved, Declined, Pending and Canceled.

The report offers the following information by default:

  • Policy type
  • Status
  • Requested on
  • Approvers

You can add more fields such as the request period, duration, description and attachments via the column picker