ClickTime's Time Off Management Module includes the option to request Time Off in advance. Requests will be then reviewed by the employee's Time Off Approver. This guide will cover the method of requesting Time Off - please see this guide for assistance with setting the features up so your team can submit requests and have them reviewed by the appropriate person.
To submit a Time Off request, first go to the Time Off page from the Personal tab:
This will take you to the Make a Request section of the Time Off page.
On the left, you will see two informational panels that display your "Balance as of Today" and "Planned Time Off". The "Balance as of Today" shows your leave type balances for all your available leave types that require approval. NOTE: "balance as of today" or "current balance" reflects all (past) activity that rolls up into the balance for that Leave Type. So it is not uncommon for someone to request a large amount of time off, putting them into a negative balance in some cases.
"Planned Time Off" shows you your pending and approved requests for the future. To review these requests, click the pencil icon next to any entry in this panel. You will be taken to the Request Detail page for that request.
To the right of these fields you will also see the "Make a Request" options:
You can use this form to submit a request for Time Off. First, choose your desired time off type from the dropdown selector labeled "Leave Type". This is a required field - only the Leave Types available to you should display.
If you see the question mark icon, that means your organization has entered Notes for at least one of your Leave Types.
Click the icon to see a pop-up message that shows you Notes for all of your Leave Types.
After selecting a Leave Type, choose a date range for your request. When doing so please be aware that the date range defaults to "today" and you can choose up to 90 days per request. If you need to request more than 90 days of Time Off, you will need to do so via multiple requests.
After choosing the date range, ClickTime will show you your estimated balance for that time period.
The Estimated Balance will reflect any automatically accrued hours as well as existing Time Off requests. You will also see a note if your requests includes weekends.
Next, you will see fields where you can enter the number of hours you need to take off for each day. work days you want to request Time Off for.
You do not need to enter hours for non-work days. When your request is approved, ClickTime will only create time entries for days on which you entered greater than 0 hours. Weekends will be greyed-out as well.
Next, you have the option to enter a note. Any notes you enter here will be visible only to people with permission to view your time off request. They will not display on your Timesheet or in any reports.
To submit your finished request click the green "Submit" button. This will send the request to your Time Off Approver. You will not see the hours added to your timesheet or deducted from your balance until they have been approved. An email will be sent informing you if your request was approved (or rejected).
To reset the form and start over, click "Reset Form" instead.
For assistance with reviewing and approving Time Off Requests, please see this section of the Managing Time Off Requests guide.
You can view more details about Time Off Requests you had made from the Personal --> Time Off page and clicking the "Request History" tab.
By default, the Request History page will show you all of your Time Off Requests. There are five columns in the table:
You can click on the column header to sort by that column.
- Date - shows the date range of the request, sorted most recent to oldest
- Leave Type - shows the leave type requested
- Hours - shows the total hours of the request
- Status - shows the request status, plus information about who took the most recent action, and when
- For example, it might say "Approved by Joe Smith on 6/07/17"
- Details - shows a pencil icon where you can access the request detail page for each request
You use the "Filter Requests" options to filter your Time Off requests: filter your results using the options on the right:
Choose the specific Leave Type, Request Status and Time frame to change the requests that are displayed.
To see more information on a specific request, click the "Details" pencil icon. This will load the Request Detail page for that request.
The Request Detail page that loads will display a summary of your request, plus a snapshot of your balance for the associated leave type.
The "Balance as of Today" panel shows you your balance information for the leave type associated with the request you are viewing
The "Requested Time Off" Panel (the body of the page) shows you the status of your request and some more details:
In addition to information about the Request (who requested it, for which Leave Type, Date Range, hours, notes, and when it was submitted), you will also see information regarding when the Request was approved (or rejected), and any notes the Approver made when doing so.
The option to "Cancel" a pending or approved request for "Open" timesheets will be available on the Request Details page:
When you cancel a request, the associated timesheet entry will be removed, and the hours will be added back to your balance for that leave type immediately.
You will be able to "Cancel" a pending Time Off request at any point. You will also be able to "Cancel" an approved Time Off request, providing the request is for a date in the future, and the request is part of an "open" timesheet.