Time off entries are used to stop the system from calling/texting/emailing employees and supervisors on days employees have taken time off from their normal schedule due to vacations, sick days, holidays, etc. For both paid and unpaid time off, employees notifications are suspended to avoid bothering employees. Time Off entries are organized into 3 categories, Approved, Denied, and Pending.

Time Off entries can be created 2 different ways:

1. Requested by the employee through the employee web portal. When an employee summits a Time Off entry It will be labeled as pending. Any pending Time Off entries will need to be approved or denied. Employees are notified wether their request was approved or denied.

2. Created in the Admin portal. This can be done by clicking the icon in the upper right corner or use the in the lower left corner of the Time Off section of Schedules.

This will bring you to the Add Time Off Entry form where you can enter the the employee, start and end dates, as well as hours-per-day (if paid time off).

Highlights of This Form:

Employees
In this field, Select the employee that is requesting time off.

Start/End Date
In this field, select the start and end date for the Time Off entry. To create a Time Off entry that spans one day, select the same start and end date.

Time Off Type
You can either select Unpaid or Paid time off. There are 4 types of paid time off; Personal, Sick Time, Holiday, Bereavement. These paid time off types will be tracked and tallied in payroll reports. When integrating Telephone Timesheets with a 3rd party payroll system like ADP, you can map Telephone Timesheets 4 types of paid time off to their corresponding time off types in the 3rd party payroll system.
e.g. “Sick Time” in Telephone Timesheets may correspond to “Sick” in ADP

Approval Status
This is where a Time Off entry status is labeled as Approved, Denied, or Pending. All Time Off entries are organized by their approval status. If a Time Off entry is pending, there will be a notification on the top left of the Admin Portal.

Admin Notes
Employees will not see these notes. They are only available in the admin portal to those who maintain Time Off entries.

External ID (advanced options)
To assign an ID that is already in use in an external system, such as a payroll system. The External ID can be entered here manually or in some cases the External ID can be synced automatically with a third party system (e.g. ADP).

Show time off entry on shift view (advanced options)
In order to facilitate the time off workflow, all Time Off entries will be added to the top of the Shift View calendar to indicate which days the employee is off. If you would rather not see them, you can uncheck this box. If shift view display is enabled, the system will show any employee who is assigned to shifts that conflict with their Time Off entries. As seen here, the Time Off entry will be red to indicate a scheduling conflict. This enables a visual workflow for administrators who need to re-assign shifts for employees who have requested days off. Once all of the employee’s shifts for the day have been re-assigned, the red highlight will clear, indicating that the request for this day has been fully processed.