Manage Time Off Requests in SkyTab Workforce

Description: Review how to manage time off requests in Workforce with the below steps.

• Accessing Time Off
• Filtering Options
• Approve or Decline
• Manual Time Off Creation
• Export Time Off

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Accessing Time Off

To access the Time Off screen, select Time Off from the main menu.

As a Department Manager, you will receive a notification when an employee submits a time off request if you have the Manage Time Off permission enabled.

Note: Under Notifications, you can also choose whether to receive email and/or mobile notifications as well for time off requests.

Time Off Dashboard

All requests are managed from the dashboard. The initial display lists all entries.

The use of advanced filtering lets you quickly find relevant results. You can apply a single filter or a combination of filters. Learn more below.

Filtering Options

Click on each filter at the top of the screen to access filter options.

Filter options for the Time Off dashboard include:

• Date - Select the desired date range. This date filter is for the time off dates requested, not the date the request was submitted by the employee.

• Departments - Select the department(s).

• Status - Select the desired status, one or more. Options are Approved, Declined, and Pending.

• Jobs - Select the desired job, one or more. Company jobs are listed.

• Employees - Select the desired employee, one or more.

Approve or Decline

All requests are placed in a Pending status upon initial submission by the employee.

To review, from the dashboard, click on a request to see additional details. This may include a brief comment from the employee in support of their request.

Where the employee has published or drafted shifts for the requested dates, click on the shift's hyperlink to show details. When approved, future shifts are converted into shift opportunities.

Where the requested date(s) have also been requested by other employees, these employees are displayed by clicking on the employee's hyperlink. Additionally, the employee will also show here if they have previous requests for those dates.

Once a request has been Approved, you have the option of changing the status to Declined. Additionally, you can choose to delete the request.

From Within the Request

See screenshot 1.

From the Time Off Dashboard

To change from Approved to Declined, click on the status (refer to screenshot 2).

Manual Time Off Creation

On occasion, you may need to create a time off request on behalf of an employee. A typical scenario is when an employee approaches the employer at the last minute with an urgent request, which was not foreseen and cannot be prevented.

Time off requests cannot be created for the past. Additionally, time off requests cannot be edited - they must be declined/deleted and a new request created.

1. From the Time Off Dashboard, click on Add Time Off.
2. Proceed to select the employee and enter relevant dates. By default, the 'All Day' request is selected. Alternatively, uncheck this to allow a 'Partial Day' request (specify date & time).
3. Once the request has been created, you are given the opportunity to review the request prior to Approving.
4. This extends to identifying other employees who have pending or approved time off for one or more dates requested.
5. Once the request has been reviewed, select Approve to finalize. The employee will receive a notification the request has been approved.

Export Time Off

An option to export a list of Time Off requests to a CSV file is provided. The button is next to 'Add Time Off.'

Apply the appropriate Time Off filters to define what is to be included in the export. 

Note: Departments and Jobs are not included in the export. Time off requests are at the Company level and are associated with the Employee.

Once filters are set, click on Export. A notification will appear advising you that an email will be sent when the export is available for download. Typically this will be available within a few minutes.

Once you receive the email which notifies you that the CSV file is available for downloading to your local machine, click on the DOWNLOAD link within the 48-hour window.