Recommended workflow: Set up time-off requests

Set up time-off requests to manage various types of time-off such as paid time-off, voluntary time-off, and sick time.

This workflow describes the procedures for setting up time-off requests and using all system features. Follow the procedures that fit the needs of your organization.

Workflow 

1. Define settings shared by all request types

   While most Request Management settings are specific to one type of request, several optional settings are effective for all request types.

2. Turn on time off waitlists

   Waitlisting is an optional, system-wide feature for time off requests. The waitlisting auto processing rule that you create during setup determines if a request is automatically put on the waitlist. If hours are added to the time off pool later, the waitlisted requests are processed and may be approved. Hours are added to a pool when various events occur such as withdrawal of requests or deletion of a Special Day of Time Off Not Allowed.

3. Define settings for time-off requests

   Time-off settings determine the workflow for both managers and employees, time-off request options, time-off accrual, and time-off calendar colors.

4. Create policies for time-off requests

   Time-off request policies provide guidance to employees about submitting requests. Employees can view all request policies on the Policies page (on the My Request menu.)

5. Define validation rules for time-off requests

   Validation rules verify that requests meet the conditions that you specify. Rules can be defined for both time-off requests and approved time-off withdrawal requests. The validation rules that you set for a request type are available as criteria for auto-processing rules.

6. Create filing rules.

   • Create a filing rule for time-off requests

     You can create a filing rule to specify when time-off request must be submitted. When time-off requests are submitted, a validation rule verifies that the requests comply with the filing rule for the time-off type in the request.

   • Create a filing rule for approved time-off withdrawal requests

     You can create a filing rule to specify when approved time-off withdrawal requests must be submitted. When these requests are submitted, a validation rule verifies that these requests comply with the filing rule.

7. Create autoprocessing rules.

   • Create an autoprocessing rule for time-off requests

     Instead of processing time-off requests manually, you can save time by creating an autoprocessing rule. The system uses this rule to approve, waitlist, and deny requests that violate time-off request validation rules.

   • Create an autoprocessing rule for approved time-off withdrawal requests

     While approved time-off withdrawal requests can be processed manually, you can set up a rule for the system to process them automatically. An autoprocessing rule can be used to approve and deny requests based on the validation rules that you set.

8. Create a special day

   Special days are added to an organization's time off calendar to identify days where time off is not allowed, non-working holidays, and working holidays. Viewing special days on the calendar helps employees plan their time off requests and helps you manage these requests.

9. Create a time-off pool

   Create a time-off pool to define how much time can be taken off for a specific time period. A time-off pool can have time-off allocations for each day, segments of each day, or both.

10. Assign employees to a time-off pool and allocate time-off hours

    Assign a time-off pool and allocate time-off hours to any employee in an organization with time-off types (activities) that are set up to deduct from a time-off pool.

Related topics 

Set up time off waitlists