View the video for instruction on how to request time off for a member of staff in below video or follow the written guide below that.
Note, that staff have access to a reduced number of time off types using the staff portal, i.e. holiday, but the full spectrum of time off types is only available to users of the workforce platform with the appropriate user rights, i.e. store manager/regional manager, depending on the hierarchy the company you work for uses.
Time off types, like Jury Duty will have to be requested by you on behalf of your staff. Watch the video for instructions.
Navigation: Log In > select Time Off from the menu.
Who has access or can action time off requests: Who can access the Time Off tab and access all functionalities listed here depends on your company. The set up on ShopWorks mimics your companies rules. If you believe you should have access to Time Off contact your company's administrator. Normally your company's administrator is a member of HR or Payroll. Your administrator knows whether you should have access to Time Off and in case of incorrect access rights will be able to amend them.
Time Off Types available: The time off types available depend on (a) the country you are based in, and (b) your company. If the time off types differ from these instructions, this is likely intended to be this way. Your company's administrator will be able to assist with questions regarding time off types.
3 Mayor Functionalities: There are three mayor functionalities available: (1) Individual Staff, (2) All Requests For the current month, (3) Unresolved Requests.
Continue below for instructions.
(1) Individual Staff
Individual staff gives you access to all requests for the staff member in question, as well as the option to request time for this staff member.
Select the name of your target staff member, or search for the staff member's name > select Show Request Form.
1.a. To request time off on behalf of the staff member select Request Time Off.
This will activate an overlay window. Here enter:
(a) the time off type, i.e. Sickness, Paternity Leave, from the drop down; the time off types available to you will depend on the which ones your company is using,
(b) the Start Date of the request: select the field to activate a calendar overlay window and pick the date the request becomes effective on,
(c) the End Date of the request: select the field to activate a calendar overlay window and pick the the last date the request is effective on,
(d) Hours/Day: enter the average hours the staff member is working per day. Note, that this will vary between different staff.
(e) Status: set the status of the request. The different statuses are: Requested; Under Review; Approved; Declined; Cancelled.
(e) Notes: notes can be entered, i.e. to describe the purpose of the request. Be aware that notes entered will be visible to the staff member in question using the staff portal. Only enter HR appropriate notes here..
1.b. Action existing requests.
In the individual request overview we can access all requests of the staff member in question and action them. View the existing requests here:
You can change the status of request here. Select Action.
Select the status that you want to change the entry to > and select Save.
It is optional to enter a note.