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Requesting time off

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  • hr

A time-off request can be created within the employee profile from:

  • The employee who is the owner of the profile
  • Line manager and managers above, on behalf of their direct reports
  • HR Admins, for all employees

📌 Prerequisites:

Before a user can request time off on an employee profile, the following steps must be completed by an HR Admin:

 

Request time off

If you are scheduling your vacation ahead of time and want to check if you will have sufficient time off, you can calculate your future time-off balances on both desktop and mobile devices!

Click the blinking blue beacon to advance to the next step. 

Request time off for yourself:

  1. On your home page, scroll to where you can view 'Your time-off balances' and click Request time-off to begin a request.
  2. Select a time-off type (if it's not preselected).
  3. Select the period of the time off and click Set dates:
    • for time-off types that are measured in half-days, you must also select if the first or last day will be half
    • for time-off types that are measured in hours, you must also select the start and end times for the first and the last day
  4. You will now see a preview of the amount that will be charged and the remaining amount in the selected time-off type.
  5. Here, with the Google calendar integration you can also choose your auto-decline settings for any meetings. With the Outlook calendar integration, you can only configure the auto-decline setting in your Outlook Calendar preferences.
  6. Once ready, click Request time off to send the request.

💡You can also request time off for yourself:

  • By navigating to your profile:
    1. Click your profile icon in the upper right and then click View profile
    2. Navigate to the Time off tab
      viewprofile.png  
  • In the "Time-off" company calendar (the option for HR Admins will appear under the Actions menu).

Request time off on behalf of another employee:

To request time off on behalf of another employee (for line managers & HR Admins), search for the employee profile in the People Directory and navigate to the profile's Time off tab. 

Then follow the same procedure as explained above to request time off. 

In mobile apps, you can request time off only for yourself and not for another employee. Click the blinking blue beacon to advance to the next step. 

 

  1. Click New request next to the time off section on your app home page

  2. Select a time-off type and the dates
    • for time-off types that are measured in full days, set the start and end date separately (in iOS) or select a date range (only available in Android)
      dateselection.png
    • for time-off types that are measured in half-days, you must also select if the first or last day will be half
      Pasted_Image_21_8_23__2_18_PM.png
    • for time-off types that are measured in hours, you must also choose the start and end times for the first and last day after selecting both the start and end dates
      hourselection.png
  3. Once ready, click Request time off to send the request

Click View all on the time-off section to see:

  • All available balances, including the available/used days for each balance
  • A list of all your approved and pending upcoming time-off requests
  • All your past requests via the View history button

  

 

Time-off attachments

If a time-off policy requires an attachment (e.g., Sick leave), you will see an additional field in the time-off request modal, where you can provide the attachment if it is available upon creation.

Workable_-_People_Directory_-_Acme_Corporation.png

If the document is unavailable upon creation, you can proceed with your request normally. After completing the time-off request, you will receive an inbox item on the first working day, asking you to upload the document.

Release_Notes-_HRIS_Time_off__v_2_for_Open_Beta__-_Google_Docs.png

Based on your notification preferences, you might also receive an email or a Slack notification for each inbox item that is created.

 

Responses to time-off requests

Employees are informed about their requests via an Inbox item.

Once a time-off request is approved or rejected, the employee who created the request will receive an Inbox notification.

Cursor_and_Release_Notes-_HRIS_Time_off__v_1_for_Closed_Beta__-_Google_Docs.png

Once a time-off request is approved or rejected, the employee who created the request will receive an Inbox notification.

Pasted_Image_22_8_23__12_22_PM.png

 

An email is also sent to the employee to notify them that their request has been approved/rejected.

Pasted_Image_22_8_23__12_20_PM.png

 

FAQs

Why can't I click on the time off request button?
Time-off requests can be created for employees that:

If one or more of the above are not met, the request time off button will appear disabled/greyed out.

What will happen if a time-off request spans between different cycles? 
In this case, you will see a detailed breakdown of which days are charged in each cycle and when the days of an upcoming cycle are expected to be charged. 
Can I see my time-off balance for a specific future date? 
Yes! You can calculate your future time-off balances on both desktop and mobile devices!

 

👉 Next steps:

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