Manage People's time off policies

The table in the Policy balances tab in People’s time off contains all the information about your employees' time off policies.

It also allows you to take a range of actions, including requesting time off on behalf of employees and assigning time off policies.

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How to view multiple employees’ time off policies

  1. From the left menu, select Time > People's time off.
  2. Click Policy balances.
  3. Click the arrow next to the policy name at the top of the page and select the desired policy from the dropdown.
    This shows a table containing a list of all employees who have been assigned the selected policy.
  4. To filter the list of requests by date range, site or department, policy type, and status, use the filters above the table. 

Note: The table includes a range of columns. To add or remove columns click the column picker icon on the top right of the table, select the desired parameters and click Apply.

How to view an individual employee’s time off policies

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  1. From the left menu, select Time > People's time off.
  2. Click Policy balances.
  3. Click the row showing an employee’s details.
    This opens a page showing a detailed breakdown of this employee’s time off balances and requests.

How to take actions on employee time off policies

To take bulk actions on multiple employees check the checkbox next to the employee(s)’ name(s) and from the Action dropdown select the action.

You can also take actions on an individual employee by clicking on their row in Policy balances to open their time off page and from the Action dropdown select the action.

Available actions

The following actions can be taken either on multiple employees in bulk or on an individual employees' time off page:

  • Request time off on behalf of employee(s)
  • Adjust employee balances
  • Assign and unassign a time off policy to/from employee(s)
  • Adjust the time used by the employee(s) in a cycle
  • Change the approver for employee(s) time off requests

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How to request time off on behalf of an employee

  1. For multiple employees, check the checkboxes next to their name, click the Actions dropdown and select Request on behalf.
  2. For individual employees, simply select one checkbox or open the employee time off policies page and click Request on behalf.
  3. Fill the details, as described in Request time off as an employee.
  4. Click Apply.
    A notification email will be sent to the employee and the approving manager.

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Note: The remaining balance will be displayed as "forecasted balance".

How to adjust employee time off balances for a specific policy

  1. From the Actions dropdown, select Adjust balance.

  2. From the Effective date field, select the date the adjustment will be applied.
  3. From the Adjustment type dropdown, select whether you want to Add or Subtract days from the balance.
  4. Select the number of Days to add or subtract.
  5. Add a reason (optional)
  6. Click Apply.

How to adjust the amount of time used for a specific policy

  1. From the Actions dropdown, select Adjust time used.
  2. From the Effective date field, select the date the adjustment will be applied.
  3. From the Adjustment type dropdown, select whether you want to Add or Subtract days from the balance.
  4. Select the number of Days to add or subtract.
  5. Add a reason (optional)
  6. Click Apply.

How to change approvers for time off requests

  1. From the Actions dropdown, select Change approver.
  2. To set first and second stage approvers, click the Set approver radio button, select the approvers and click Apply.
  3. To reset the approval settings click, click the Revert to default approver radio button and click Apply.
  4. To change the approval settings so no approval is needed, click the No approval required radio button and click Apply.

Note: Unlike the other bulk actions, these changes will apply to all of the time off policies assigned to the selected employee(s), unless it is not possible, whereby a warning message will be shown.

FAQs

How can I review and edit the approval settings for a specific policy

Policy approval settings can be viewed and edited in Settings > Time Off. Click Policies, select the policy from the list, and from the summary page you locate the Approvers settings. To edit the settings, from the Action dropdown click Edit, click next on each page until you reach Request and approvers, then make any required changes.

For full details, see Time off approval settings.