This video provides an overview of the Time Off tab.
This includes how to access time off requests and unresolved requests.
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.
(2) All Requests For the current month
Navigate to Time Off.
Here select All Requests for [the current month].
Here we have access to all requests of the current month.
To edit a request select the edit pen on the right.
This will bring up an overlay window in which we can edit the status of the request, as well as the Type, the Dates, and Hours/Day. Select Submit.
Note, that we can filter the requests. At the top of the page select Show Filters.
Here we can narrow down the time off requests by: Venue, Department, Request Date, Time Off Date, Time Off Type, and Status. Make your selection and select Update Filters.
(3) Unresolved Requests
Another option is Unresolved Requests.
Select Time Off from the menu > select Unresolved Requests.
Unresolved requests are displayed in the same table format as All Requests for [the current month], however, here we only see requests that have not been actioned. In other words, here we see requests with the status Requested, but not the statuses Approved, Declined, Cancelled, or Under Review.
Note, that you can action the requests using the Editing Pen button. It is important to action unresolved requests before your payroll cut off date. Having unresolved requests on the platform will create problems for your payroll department. We recommend to review and action unresolved request regularly (on a weekly basis).
After selecting the Editing Pen button an overlay window will appear in which you can resolve the request. adjust the status and select Submit.