Building Time Off Reports and Viewing Data
In this document we are going to discuss how to build and view reports for Time Off
There are two pages in which Time Off data can be viewed. Read more to learn which page to use to build your report, or view the particular data you want.
Time Off Requests Page
You can track and view Approved, Pending, and Denied Paid and Unpaid Time off on the Time Off Request Page.
Simply click All to view all requests, Yours to just view your own, or Awaiting Response to view Time Off that is still pending approval
Tip: When building a report it may be most beneficial to use List View, which allows you to grab unique time periods and does not constrain you to 1 week or 1 month, like the Calendar does.
If using List View, click the date picker to select a start and end date of your choosing.
Use Add Filter if you want to narrow information based on status, Team Member(s), Location(s), or Position(s) of your choosing.
Or, use Quick Filters and the search bar to narrow information by status or a single team member. (Find out more about using Filters here: Filters)
Once you have your date range and Filters chosen, a list will be generated with all the Time Off Requests that fit.
Hover over the Purple Clock to view the totals for the data presented
Tip: Don't need all of the columns presented for your report? Use the Book icon in the upper left to check off only what you want to see:
Time Off Report Page
You can view PTO balances on this page.
Choose your date range using the Date Picker. These are the dates in which the data will come from.
Once you have your date range selected, you have 2 options for viewing the data: Summary or Daily Totals
Summary: The Summary page will give you an overview of each Team Members PTO totals for a quick snapshot.
Approved PTO: The total hours of approved PTO that Team Member has during the date range selected.
Current PTO Balance: The amount of PTO that Team Member has to use at the time the report is being created. Important: If you allow Team Members to use more PTO than they are allowed or accrued, then it is possible a Team member will have a negative PTO balance. That represents how many more hours they took than they had.
Current PTO Balance Value: This is how much the Team Members remaining PTO will cost to pay out. Important: If you allow Team Members to use more PTO than they are allowed or accrued, and they have a negative Current PTO Balance, their Balance Value will be $0.
Approved Unpaid TO: This column shows the number of hours of Unpaid Time Off for the date range selected.
Tip: Want a more detailed look at where the hours came from? Click the row for the Team Member and get a look at the hours broken down into days. If you see an i, you can hover over it to view specific hours:
Daily Totals: The Daily Totals view is a way to view Approved Paid Time Off and Unpaid Time Off and have it broken down into days.
The days shown on this page and the totals provided are based on the date range you choose in the date picker.
If you note an i next to any date, you can hover over it to get the exact hours that added up to that total:
Using Filters to tailor your information for reports:
If you want to target a specific Location, Position, or Team member(s), you can use your Add Filter button to gather data for those specific needs. Simply click the button and check off all applicable filters for the information you want to see. Totals and information shown will then only be reflective of the filters you checked off to see.
To learn more about Filters check out this help doc: Filters
Once your data set is exactly what you want, you can export it to CSV by clicking Tools>Export CSV, or you can use Tools>Print Preview to save as a PDF or Print out for your records.
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