Working with Time Off Requests in Employee Schedules

Annotated Employee Schedules screen

Fields on the Employee Schedules screen

#	Field	Description	Notes
1	Controls for the planning period
	Planning Period	Selects the planning period to view.	The current planning period is indicated by an asterisk ( * ).
	Page forward / back buttons	Moves backward or forward through planning periods.
2	Shift operations
	Cut selected shift	Cuts the selected shift. For more information, see Cutting and pasting a shift in Employee Schedules.	This button is available only if a shift is selected.
	Copy selected shift	Copies the information for the selected scheduled shift so that you can create a new shift that is exactly like the original shift. For more information, see Copying a shift in Employee Schedules.	This button is available only if a shift is selected.
	Paste into selected cell	Pastes the cut shift into the selected cell on the schedule. For more information, see Cutting and pasting a shift in Employee Schedules.	This button is available only if a shift is selected.
	Delete selected shift	Deletes the selected shift. For more information, see Deleting a shift in Employee Schedules.	This button is available only if a shift is selected.
	Undo	Undoes your last scheduling action.	This button is available only if a shift action can be undone.
3	Schedule operations
	Manage Schedule	Opens the Manage Schedules screen.
	Copy Schedules	Copies all filled shifts from one week to another week. This feature is helpful if you are not interested in using the Generate Schedules option for autoscheduling or if you are in a department where the schedule does not change much from planning period to planning period.
	Schedule actions	Select one of the following options: Generate Schedules—Opens the Generate Schedules dialog box where you can generate schedules based on your shifts. Import Schedules—Opens a file manager window so that you can import a schedule. Recalculate Shifts—Recalculates shifts and applies any changes made to a configuration. Restore Auto Schedules—Reverts to the original system-generated schedules for the selected jobs. This option is useful if you generate schedules, make changes, and then want to restore the autoschedule. Apply Labels—Opens the Apply Labels to Schedule dialog box where you can enter label text and select a start and end date to apply the label across a date range. Delete All Open Shifts—Removes all unassigned shifts from the current scheduling week. Delete All Shifts—Removes all scheduled and open shifts. Make Open Shifts Available for Pick Up—Makes open shifts available for pick up in the Mobile App. Unassign All Employees—Removes all employees from scheduled shifts. Audit—Opens the Schedule Audits dialog box where you can see all changes made to schedules.
	Print	Prints the schedule for the selected pay period.
4	Sort and filter controls
	Search	Search by employee name (and Employee ID, if available). The results are filtered dynamically as you type. The search functionality works alongside existing job filters to refine the view without overriding them.
	Sort	Sorts information on the screen by the following options: Sort by Employee Name Sort by Seniority Sort by Job Date Sort by Job Rank Sort by Work Class Sort by Contract type Sort by Utilization (High to Low) Sort by Utilization (Low to High)	The field label changes depending on which option you select. By default, the screen is sorted by employee name.
	Filter	Filters information on the screen by the following options: Filter by Schedule Group Filter by Job
	View menu	Use the View drop-down menu to select which informational columns appear in the scheduling pane, save your current view configurations, or manage previously saved views. There are also a few options for controlling how names and job titles appear. Options with check boxes can be selected or cleared. Options include: Current View Default Saved views (each view you created appears in the list) Delete Current View Rename Current View Duplicate Current View Set Current View as Default Scheduled Hours Column Estimated Hours Column Contract Hours Column Gap Hours Column Employee Days Off Column Spanned Hours Column Daily Coverage Daily Weather Hide Unscheduled Secondary Employees Hide Fully Scheduled Employees Expand All (Show job names on shifts) Collapse All (Hide job names on shifts) For more information, see the Columns definitions below.
	Save Current View	Saves your selected sort and filter options to the currently selected view.
	... Save New View	Opens the Save New View dialog box where you can save your selected sort and filter options as a new view.
	Scheduling pane	The scheduling pane displays a calendar view of shifts for the specified time period.
5	Day of week / date	Day of the week and date. The scheduling pane displays all days in the selected planning period. A green circle () indicates that there is a holiday configured for the current date.	Format: Configurable.
6	Daily coverage graphs	Graphs display the following information: Hour-by-hour variance between scheduled hours and system-projected hours. Variance between the system- and manager-planned hours for each hour of the day
7	Columns	Scheduled Hours (Sch)—Total scheduled hours for the employee. Estimated Hours (Est)—Total actual hours for any full shift starting before the current date and time, plus the total scheduled hours for any scheduled shift starting on or after the current date and time. Contract Hours are also included. Contract Hours (Cont)—Number of contract hours for a Contract employee. If an employee is scheduled for more than the contracted amount for their Home job, a warning will be displayed, and if the row is collapsed, the cell will be highlighted in red. If an employee is not a Contract employee, the type of employee will be displayed instead. For example, H for hourly, S for Salaried, etc. Gap Hours (G)—Contract hours minus the Estimated hours. Employee Days off (Day...)—Number of days the employee has off. Spanned Hours (Span)—Spanned hours, which are hours that spread from the previous planning period.
8	Open shifts	Indicates the number, if any, of open shifts for the day for the selected job(s). A green Open Shift bar preceded by a plus icon ( ) indicates that there are no open shifts for the day:
9	Collapse ( ) Expand ( )	Click the collapse button ( ) to display only essential shift information in the employee row. Click the expand button ( ) to display all shift information in the employee row.	By default, each employee row is expanded to display all shift information.
10	Employee information cell	Includes: Employee's initials—Initials for employee's first and last name. Employees name—Last name and first name of the employee. Utilization bar—Utilization bars provide a visual representation of roughly how many hours an employee is scheduled to work (yellow), in relation to how many hours they are available to work (white). A bar that is empty or partially filled indicates that the employee is available to work more hours than they are scheduled to work. A bar that is completely filled indicates that the employee is scheduled to work 100% of the hours they are available. The length of the bar indicates how many hours an employee is available. A bar that is about half the size of the other bars, indicates that the employee is only available to work approximately half as many hours as employees who are available for 40 hours. If you hover your cursor over a utilization bar, the resulting tooltip provides specific information about how many hours the employee is available to work and how many hours they are scheduled. A red bar indicates that the employee has been scheduled for more hours than they are available. If scheduled hours are greater than available hours: The scheduled hours text appears in red. The scheduled hours bar appears in red. The scheduled hours bar will be 100% of the width of the available hours bar. Minor icon ( )—This section displays a minor icon () next to employees who are under 18 years old at the end of the selected schedule period. This visual indicator appears with the tooltip "Under 18" to help managers identify minors when creating schedules. Note: If an employee’s birth date is not available in their record, they are treated as 18 or older by default. Action menu( )—Opens drop-list of actions: Add Shift—Opens the Add Shift pane where you add a new shift to the employee's schedule. Add Time Off Request—Add a time off request. Make Regular Schedule—Sets the current schedule for the employee as their regular schedule in Scheduling tab of Employee Maintenance. The regular schedule will be used by the schedule generator. View Available Shifts—Opens the Available Shifts pane, where you can see all available shifts for the employee. Expand All—Expands all rows to display all shift information in each employee row. Collapse All—Collapses all rows to display only essential shift information in each employee row.	Names that are too long will be truncated with an ellipsis.
11	Availability bar	Indicates that the employee has limited or no availability—either required or preferred—for that day. Color codes for availability bars: Blue—Requested time off. Dark gray—Unavailable or required time off. Striped blue ( )—Preferred time off. White—Available. The length of color-coded overlays indicates availability for the day. For example, an employee who cannot work from 08:00 to 12:00 will have a dark gray bar that starts on the left and extends part way across the bar. If an employee prefers not to work on at all on a specific day, a striped blue bar will extend all the way across the bar.	The availability bar is replaced by time off request label if there is a time off request for the day.
12	Time Off Request bar	This bar is labeled with the type and times of pending time off requests, for example, Sick or Jury Duty. All-day time off requests take up the entire bar. Partial-day time off requests take up only part of the bar. If you hover the mouse pointer over the time off request bar, the tooltip provides more details about the time off request.
13	Label for the day	Labels are associated only with a time frame in an employee's schedule; they are not associated with specific shifts. With labels, you can write custom messages about an employee. For example, you can use labels to make notes about days off required by employee unions. Labels appear at the top of shift cells.
14	Employee scheduled shift cell	Each employee scheduled shift cell contains some or all of the following information: Scheduled shift's start and end time. Scheduled break times (if configured and scheduled). Scheduled shift's job name. Scheduled shift's total scheduled hours. ( )—the scheduled shift has an adjustment. ( )—the scheduled shift was manually added or edited (as opposed to system-generated). ( )—a scheduled shift violates a work rule. For example, the shift might put the employee into overtime. ( )—whether the scheduled shift has a note ( )—the shift is for a cross-property employee. ()—indicates that the shift has been published. A white background color indicates that the scheduled shift is at a different property than the one you are logged in to. Whether an employee is terminated within a planning period. (Ineligible dates cannot be edited.) Selected shifts are highlighted.
	Planning Period Summary pane
15	Planning Period Summary table	Display statistics and data about the schedule.
16	Planning Period Summary controls
	Show Daily Summary	Select the check box to display the Planning Period Summary pane at the bottom of the screen. For more information, see Planning Period Summary pane in Employee Schedules.	Default: All jobs selected.
	Job summary selector	Select which job, or all jobs, for which to view summary information.
	Include Scheduled Secondary Jobs	If selected, the Scheduled Hours total includes all shifts shown on the screen—regardless of whether the job is primary or secondary, or included in the job filter. If cleared, the Scheduled Hours total includes only those shifts for jobs currently selected in the job filter.	Default: Selected. This setting does not affect the Projected Hours total, which always reflects the jobs included in the job filter.
	Show selected KBI Data	Select to display the KBI pane.
	Select KBI	Select to display the KBI selection pane, which determines the KBIs that are visible in the Planning Period Summary pane.

Adding a time off request

Do one of the following:

In the schedule pane, right-click a cell and select Add Time Off Request from the pop-up menu.
The Time Off Request pane appears. The Start Date and End Date fields are populated with the selected date.

In the employee information cell, hover the mouse pointer over the down arrow ( ) and select Add Time Off Request from the drop-down list.
The Time Off Request pane appears. The Start Date and End Date fields are populated with first day of the selected planning period.

Note: If you are not adding a time off request for the first day of the selected planning period, you should first update the Start Date and End Date display the desired date before continuing to the next steps.

Click here for field descriptions.

Fields for the Time Off Request pane

Field	Description	Notes
Employee	Name of the employee.
Time Off Type	The type of requested time off.	The available time off types are configured in Setup.
Accrual Type table	This table display accrual type information for the employee. Columns that appear in standard configuration: Accrual Type—Accrual type that is configured for the employee. Before— Accrued hours prior to this request. After— Remaining hours after the request is taken. Rows are configurable for desired time off types.	The columns and rows that appear depend on your system configuration. They are configured in Setup.
Distribute Hours	Opens the Distribute Hours Per Day dialog box. For more information, see Distribute Hours Per Day dialog box in Employee Schedules
Request Status	Change the status of the time off type: Pending Denied Approved Canceled
Start Date / End Date	Enter the start and end dates of the time off request.
All-day request	Select whether the time off request is for the entire day or for part of the day.	Default: All-day request is selected.
Request Time	Enter the start and end times of the request.	These fields appear only if All-day request is switched off.
Paid Time	Amount of time for paid time off.	Paid time is configurable in days, hours, and minutes.
Manager Comment	Custom text entered by the manager.
Employee Comment	Custom text entered by the employee who submitted the request.	If submitted by an employee via the Mobile App, then this field is populated with the employee's comment.
Audit history	Record of what changes were made and who entered the changes.	Read-only.
Cancel	Close the Time Off Request pane without submitting your changes.
Submit Request	Submit the time off request.

In the Time Off Type field, select a time off type by hovering the mouse pointer over the ellipsis button ( ) and selecting the time off type from the drop-down menu.

If you need to distribute hours for the time off request, do the following:

Select Distribute Hours.
The Distribute Hours Per Day dialog box appears.

Click here for field descriptions.

Annotated Distribute Hours Per Day dialog box in Employee Schedules

Fields for the Distribute Hours Per Day dialog box

#	Field	Description	Notes
1	Accrual Type table	The table displays configured accrual balances for the employee.
	Accrual Type	Configured accrual type for the employee.	Read-only.
	Before	Accrual balance before time off is entered.	Read-only.
	After	Accrual balance after time off is entered.	This number updates as you enter Paid Time. Read-only.
2	Distribution details	The section contains a row for each distribution.
	Paid /Unpaid	Select whether to distribute requested time off to paid earnings. If not selected, it will not create an earning.
	Job	From the drop-down list, select another job for the hours distribution.
	Earning Type	From the drop-down list, select another earning type to apply.
	Paid Time	Enter the number of hours to be distributed to this job and earning type.
	Delete	Delete the distribution.
	Add distribution	Creates a new row to add another distribution.
3	Distribution hours
	Total Distributed	Total number of hours distributed based on the paid hours requested.	Read-only.
	Left To Be Distributed	Number of remaining hours that need to be distributed.	Read-only.
4	Buttons
	Cancel	Closes the dialog box without applying your changes.
	Save	Applies your changes and closes the dialog box.

Set the switch to Paid.
The section for the selected date expands.
In the Job field, hover the mouse pointer over the ellipsis button ( ) and select a job for the distribution.
In the Earning Type field, hover the mouse pointer over the ellipsis button ( ) and select the earning type for the distribution.
In the Paid Time field, type the hours of paid time to be distributed.
To add another distribution, select the add new distribution button ( ) and repeat steps c through e.
Select Save.
The distribution is saved.
If necessary, select a different Request Status option.
If you are submitting a partial-day time off request, do the following:
- Set the All-day request switch to ON.
  The section expands.
- Enter the partial-day request start and end times.
In the Paid Time field, type the number of hours for the time off request.
(Optional) In the Manager Comment text box, type your comment about the request.
(Optional) In the Employee Comment text box, type the comment from the employee requesting time off.
Select Submit Request.
The request is submitted, and a time off request bar appears in the schedule pane.

Editing a time off request

In the schedule pane, right-click a cell with a time off request and select Edit Time Off Request from the pop-up menu.
The Time Off Request pane opens.

Edit the fields as necessary.

Click here for field descriptions.

Fields for the Time Off Request pane

Field	Description	Notes
Employee	Name of the employee.
Time Off Type	The type of requested time off.	The available time off types are configured in Setup.
Accrual Type table	This table display accrual type information for the employee. Columns that appear in standard configuration: Accrual Type—Accrual type that is configured for the employee. Before— Accrued hours prior to this request. After— Remaining hours after the request is taken. Rows are configurable for desired time off types.	The columns and rows that appear depend on your system configuration. They are configured in Setup.
Distribute Hours	Opens the Distribute Hours Per Day dialog box. For more information, see Distribute Hours Per Day dialog box in Employee Schedules
Request Status	Change the status of the time off type: Pending Denied Approved Canceled
Start Date / End Date	Enter the start and end dates of the time off request.
All-day request	Select whether the time off request is for the entire day or for part of the day.	Default: All-day request is selected.
Request Time	Enter the start and end times of the request.	These fields appear only if All-day request is switched off.
Paid Time	Amount of time for paid time off.	Paid time is configurable in days, hours, and minutes.
Manager Comment	Custom text entered by the manager.
Employee Comment	Custom text entered by the employee who submitted the request.	If submitted by an employee via the Mobile App, then this field is populated with the employee's comment.
Audit history	Record of what changes were made and who entered the changes.	Read-only.
Cancel	Close the Time Off Request pane without submitting your changes.
Submit Request	Submit the time off request.

Select Submit Request.
The update is submitted.

Canceling a time off request

Note: One you add a request, you cannot delete it. However, you can change its status to Canceled.

In the schedule pane, right-click a cell with a time off request and select Edit Time Off Request from the pop-up menu.
The Time Off Request pane opens.

Click here for field descriptions.

Fields for the Time Off Request pane

Field	Description	Notes
Employee	Name of the employee.
Time Off Type	The type of requested time off.	The available time off types are configured in Setup.
Accrual Type table	This table display accrual type information for the employee. Columns that appear in standard configuration: Accrual Type—Accrual type that is configured for the employee. Before— Accrued hours prior to this request. After— Remaining hours after the request is taken. Rows are configurable for desired time off types.	The columns and rows that appear depend on your system configuration. They are configured in Setup.
Distribute Hours	Opens the Distribute Hours Per Day dialog box. For more information, see Distribute Hours Per Day dialog box in Employee Schedules
Request Status	Change the status of the time off type: Pending Denied Approved Canceled
Start Date / End Date	Enter the start and end dates of the time off request.
All-day request	Select whether the time off request is for the entire day or for part of the day.	Default: All-day request is selected.
Request Time	Enter the start and end times of the request.	These fields appear only if All-day request is switched off.
Paid Time	Amount of time for paid time off.	Paid time is configurable in days, hours, and minutes.
Manager Comment	Custom text entered by the manager.
Employee Comment	Custom text entered by the employee who submitted the request.	If submitted by an employee via the Mobile App, then this field is populated with the employee's comment.
Audit history	Record of what changes were made and who entered the changes.	Read-only.
Cancel	Close the Time Off Request pane without submitting your changes.
Submit Request	Submit the time off request.

In the Request Status section, select Canceled.
(Optional) In the Manager Comment text box, type a reason for the cancellation
Select Submit Request.
The time off request is canceled, and the time off request bar is removed from the schedule pane.