Time Off Requests
Time Off requests are used to indicate when a team member is unable to work. In this help doc we will discuss how to manage Time Off within ZoomShift, as well as the various ways Time Off can be utilized within our system.
Turning On Time Off Requests & Managing Settings
As a Manager you will want to make sure that before your team members begin submitting requests, that you have your Time Off Request settings set to what you would like. You can find Time Off Request settings in Settings>Time Off Requests.
The settings for Time Off Requests are below, and each contains a detailed description of what each toggle is for. If it is On, then you want that feature. If it is Off, then you do not.
Utilizing PTO and Custom Time Off Request Categories
In Settings>Time Off Requests you will also see the option to toggle on Time Off Request Categories. Turning this on allows you to open up further options for classifying your Time off requests, including allowing them to be Paid or Unpaid. When turning this on, by default, you will start with 5 options that will immediately become usable for Time Off, however, you can also add your own custom categories to be used. All Categories listed, Default & Custom will be able to be chosen from when entering a Time off Request, if this feature is on.
If utilizing Time Off Categories and PTO, you will want to set up Paid Time Off Settings and rates. You can find out more about that here: Paid Time Off
Submitting a Single or Multi-Day Time Off Request
You can submit a Time Off Request from the Home Page or Schedule Page by clicking +New>Time Off Request
A box will pop up that looks like this. This is where you enter the information for the needed time off. (Note: Employees will not see Save & Deny or Save & Approve options. They will only see Create. Also, Time Off Categories will only be present if turned on.)
When this is toggled ON Team Members are requesting the whole day off. If this is used in conjunction with a Paid Time Off Category, then the hours deducted will be based on the hours entered into the Max Daily PTO Hours in Settings>Time Off Requests.
When this is toggled OFF, then Team Members can choose the specific hours they wish to be off.
Multi-Day Time Off Requests
Multiple day Time Off Requests can be entered and requested by changing the To field to a date up to 30 days from the From date (All dates within the range will be calculated, including weekends.).
If Time Off Categories are on, Team Members can utilize the drop down to choose from the options available for the type of Time Off. If Time Off Categories are not on, this section will not be visible, and all Time Off Requests will be logged as Unpaid.
Start & End Time will be applied to all dates selected when All Day is toggled off.
Important: There is only one Time Off Category usable per Time Off Request, so a mixture of unpaid and paid Time Off cannot go on the same form.
Managing Time Off Requests
If you allow Time Off Requests to be submitted within your organization, as a manager/Supervisor you will need to begin to manage them. Whether it is to monitor them for scheduling, or to Approve or Deny them (if you have on the setting for Require Time Off Approval).
You can utilize the Schedule>Time Off Requests page to manage your Time Off Requests. You can view this page as a calendar (Month to Month or week to week) or as a List. When using the list you can pull unique time frames to get historical data, or to pull requests for more than a month in the future. Just simply click the date picker in the center and choose a start and end date.
Customizing Time Off Information & Creating Reports
When utilizing the List view, you can choose which information you see. Simply click the small book icon on the left of the list. Keep only the information you want to receive checked.
You can also choose to view All Time off Requests, Yours, or Awaiting Response
All- This includes pending, approved, and denied Time Off Requests
Yours- Just your Time Off Requests
Awaiting Response- If have on your setting to need approval for time off Requests, then any Time Off Requests awaiting approval will be shown.
Want to Filter information quickly? Use the quick Filters on the right to toggle between Approved, Denied, and Pending requests. Use the search bar to find a single Team Member to view.
Want to see Totals of Paid and/or Unpaid Time Off? Hover over the Purple Clock next to the quick Filters.
Important: The totals from the purple clock are impacted by the date range you are viewing and any filters that are on. I.E. if you are filtering by 1 employee the total will just be hours for that employee, and not for the whole team for that time period selected. To learn more about filters see: Filters
Viewing Time Off on the Schedule
When scheduling shifts for Team Members it can be nice to view your Time off Requests on the Schedule page. This way you can avoid accidentally scheduling Team Members for times they cannot work. Time off will be visible on any schedule page view.
On the schedule, Time Off Requests are shown as a red box. Please Note: When you deny a Time Off request it will not show on the Schedule page. It will, however, still be able to be seen on the Time Off Requests Page, and will be marked with a red D.
Approving/Denying Time Off Requests
You can Approve or Deny Time Off Requests from the Time Off Requests Page or from the Schedule Page . Simply click on the Time Off Request you want to approve or deny and a box will open like the one below.
You can choose to either Save & Deny or Save & Approve. Once either of those actions is taken the Team Member will be notified.
Tip: If you would like to be able to Approve All or Deny All of a multi-day time off request you can do so via the email notification. To receive email notifications for Time Off you will need to make sure your organizations settings in Settings>Notifications allows email, and then you will need to make sure your individual Notification Preferences include Email next to Time Off Requested. You can find your Notification Preferences on the Web by clicking your initials in the upper right and choosing Notification Preferences, or on the Mobile App in Settings>Notification Preferences.
Editing & Deleting Time Off Requests
You can edit Time Off Requests by clicking on the Time Off Request in either the Time Off Requests Page or when on any Schedule Page .
Editing- Simply edit information then and click Save
Changing Time Off Request Status- If you denied a request you meant to approve or vice versa you can change that decision by using the Save & Reset button. Then choose to Approve or Deny accordingly.
Deleting- Simply click the Delete button on the bottom left.
Viewing Time Off Request History:
Click the Time Off Request you want this information for, and use the History button on the bottom left of the Time Off Request box that pops up.
Frequently Asked Questions (FAQ):
What If I only want to continue just having Unpaid Time Off? No problem, just turn off Time Off Request Categories, and all Time Off will be seen as unpaid.
Can I delete Default Time Off Request Categories if I do not want to use those? Default Categories cannot be deleted at this time.
When I start using Paid Time Off, will the system figure those wages in for me? Yes. Please see this Help Doc to get more familiar with using Paid Time Off: Paid Time Off
Is there a way for ZoomShift to keep track of Team Members current PTO balances and Accrual for me? Yes! Please see this doc for more information: Paid Time Off
Are weekends included in PTO? Yes, weekends are included if they are chosen within the PTO range submitted. If they do not want the weekend included the manager can Deny their requests for the weekend, or the employee can submit just the days they need and exclude weekend dates.
If you didn't find the answers you were looking for in this article, please reach out to Support for further assistance.