Time Off Wizard
Contents
The Time Off Wizard
The Time Off Wizard allows users to create leave/absence requests.
There are multiple navigation options available to you throughout the Time Off Wizard. These navigation options are outlined below.
- START - the "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
- View - to View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
- Select - select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
- Create New - allows you to create a New Record within a particular Wizard (where relevant).
- Create - allows you to 'save' a New Record you've created.
- Edit - allows you to Edit a Record.
- Save - allows you to Save a Record.
- Delete - allows you to Delete a Record.
- Previous - allows you to go back one step.
- Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
- Submit - allows you to Submit the data or Record/s you've added into a Wizard.
- Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
- Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
- Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
- Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go back' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).
NOTE: There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).
How to Trigger The Time Off Wizard
You can trigger the Time Off Wizard from the Wizard popup menu.
1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Scroll down and click on the "Time Off" option from the menu, then click "Select."
Time Off – Specify Requestor
- Requesting For – click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify if the time off is for you (“Myself”) or for a “Team member.”
Time Off – Myself
If you select “Myself” you will be shown a popup window that outlines your current leave balances for the year including:
- Annual leave. This information is linked to Employment Country which is assigned to an Employee in the New Employee Wizard or against their Employee Masterfile Record. If this is selected as New Zealand, Leave Information will be displayed differently. Based on Entitled and Number of Hours Accrued for New Zealand. Available and Taken for Australia.
- Personal leave/Sick leave.
- For New Zealand Customers, the Personal Leave label will be re-labelled to Sick Leave (based on Employment Country New Zealand) when the 'Leave Balances/ Planner' step is displayed.
- Next holidays.
- LSL leave.
Click “Next.”
Time Off Myself – Leave Planner
The next step is the leave planner, which allows Managers and Employees to have vision over leave taken by other team members. This tool will help the leave requester understand if the timing of their leave request is appropriate and whether or not they need to coordinate with a team member. You can use the "Search" options to check who has already booked leave in the months and years ahead.
- Search Myself – select this option to filter the planner to view your own leave booked by "Year."
- Search Team – if you choose to search by Team, you will have an overview of all Employees within your Team and you can further break down the planner by selecting the appropriate month and year via the "Month" and "Year" dropdowns respectively.
Click “Next.”
Time Off Myself – Leave Type and Leave Dates
- Type of Request – specify the Leave type, e.g. Annual, Compassionate, Personal, Carers, Sick Leave LSL etc.
- Description – add a Description about the Leave type.
- Start Date – specify the Start Date for the Leave.
- End Date – specify the End Date for the Leave.
- Part Day – This can be used to define the Absence as a Part Day Absence.
- Leave Details – this field will be auto-filled based on previous choices and leave balances available.
- Total Hours – will automatically calculate however you can also adjust this manually should you need to. Click “Next.”
- For Sick, Personal or Carers Leave Types If any of these options are selected: You can attach a Doctor's Certificate or Self Certify. You can record Illness and also link a Dependent.
- Total Hours – will automatically calculate however you can also adjust this manually should you need to. Click “Next.”
Time Off Myself – Authoriser
1. Authoriser – Time Off authorisation requests are automatically sent to/submitted to the Employee's Manager and to all People & Culture Users when the Wizard is completed. However, Users can choose to send the Time Off request to another/alternate Manager at this step if required. To do so, change 'Send to Alternate Manager' to "Yes" (the default is "No").
- Send to Alternate Manager – if 'Yes' select another 'Manager' from the 'Select Alternate Manager' dropdown. This will send the Authorisation request to both the 'Alternate' Manager selected in the dropdown (not the Employee's manager) and all People & Culture Users. Click “Next.”
NOTES:
- Time Off Authorisations:
- Time Off needs Authorisation and Users can include multiple Managers/People & Culture Users in the Authorisation process. The original recipient of the Authorisation request has the option to 'Authorise,' Reject' or 'Forward' the Authorisation. If Authorised, the request is completed. If forwarded, it is assumed that the forwarding Manager/People & Culture User has given their Authorisation for that request and is forwarding the request on to the next Authoriser. This process can be done multiple times. When forwarded, the request isn't completed/fully Authorised until the final Manager/People & Culture User (the most senior or final individual in the process) selects 'Authorise.' This completes the Authorisation process. A history of all Managers/People & Culture Users (with a date and time stamp) is added to the Authorisation request each time it is forwarded, so that all previous Authorisations can be seen by the subsequent Manager/People & Culture User.
- Once Time Off requests have been 'Authorised' they can't be 'Rejected' (either via the Widget for via the LHS menu on the Employee's Time Off/Absence record). The only way to 'Cancel' an 'Authorised' Time Off request is via the LHS menu (by changing the status of the individual request in question to 'Cancelled' on the Time Off record via Employees > Absence). Please note that Only System Administrators can cancel 'Cancel' Authorised Time Off requests in this way.
- It is fair to assume that as soon as the Time Off request is 'Authorised' it will be exported to Payroll (assuming there is a Payroll integration in place).
- Any/all Time Off requests that have already been Authorised, can only be 'Cancelled' directly on the record via the LHS menu - this can't be done via the Time Off Widget.
- Not all Payroll solution APIs enable/facilitate the export and update (Cancellation) of the Time Off Authorisation in Payroll once an 'Authorised' record has been created/exported. For Payroll solutions that do enable the export of the 'Cancellation' of a Time Off request - this will update/cancel the Time Off request in Payroll. Please check with Support or your Project Manager to find out if your Payroll solution enables the export of 'Cancelled' Time Off requests. If not, then the Time Off request will need to be cancelled in both Subscribe-HR and Payroll manually.
- Unless/until a Time Off request is 'Forwarded' - Time Off Request notifications for all Employees get sent to all People & Culture Users and the Employee's Manager (or the 'Alternate' Manager) as standard.
- A complete Workflow History for all Time Off requests and Authorisations is recorded in the following locations:
- The System Inbox.
- The Tasks & Notifications Widget of the My Info, Manager or People & Culture Dashboard.
- My Info/Employee Self-Service Users will only be able to see requests they've submitted and information about Authorisations, Cancellations or Rejections related to their own Time Off.
- Managers will be able to see requests submitted and information about Authorisations, Cancellations or Rejections related to Time Off for:
- Their Team Members.
- For an Employee that they have been requested to Authorise a Time Off request (if the Time Off request has been forwarded to them for Authorisation by another Manager or People & Culture User).
- If authority has been delegated to them from another Employee via the 'Delegation' option - which is available to People & Culture Users via the Tasks & Notifications Widget on the People & culture Dashboard.
- People & Culture Users will be able to see (and receive notifications for) requests submitted and information about Authorisations, Cancellations or Rejections related to Time Off request/s for all Employees.
2. Summary – the final screen for the Time Off Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to submit your “Time Off” request, click “Submit.”
3. Success – if your Time Off has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.
Time Off – Team Member
If you select “Team Member” you will be shown another dropdown menu that enables you to choose which Team Member you want to Submit Leave for.
- Click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list.
- Scroll down and specify the appropriate Team Member then click "Next."
NOTES: Managers (with Line Manager User Group Assigned), can submit and Authorise Time Off/Leave for other Employees, but those Employees must be their direct report (just because an Employee is a ‘Manager’ and has ‘Line Manager’ User Group assigned, this does not allow them to create/submit Time Off/Leave requests for any/all Employees). Submitting requests for Time Off/Leave works as follows:
- System Administrators and People & Culture Users can create/submit/apply for Time Off/Leave for all Users.
- To do so, the User must be on the People & Culture Dashboard (and can then use the Time Off Wizard via the 'Start' Wizard menu, or via the Time Off Wizard that is accessible via the Time Off Widget on the People & Culture Dashboard).
- Managers can apply for Time Off/Leave on behalf of their direct reports only (such Managers need to have 'Line Manager' User Group assigned, they have to be set in the System as a 'Manager,' and specified as the Employee's Manager to be able to do this). Other Line Managers can't apply for Time Off/Leave on behalf of Employees for whom they are not the specified/assigned Manager. Only one Manager can/has the capacity to do this.
- To do so, the User must be on the Manager Dashboard (and can then use the Time Off Wizard via the 'Start' Wizard menu, or via the Time Off Wizard that is accessible via the Time Off Widget on the Manager Dashboard).
You will be shown a popup window that outlines the current leave balances for that Team Member for the year including:
- Annual leave. This information is linked to Employment Country which is assigned to an Employee in the New Employee Wizard or against their Employee Masterfile Record. If this is selected as New Zealand, Leave Information will be displayed differently. Based on Entitled and Number of Hours Accrued for New Zealand. Available and Taken for Australia.
- Personal leave/Sick leave.
- For New Zealand Customers, the Personal Leave label will be re-labelled to Sick Leave (based on Employment Country New Zealand) when the 'Leave Balances/ Planner' step is displayed.
- Next holidays.
- LSL leave.
Click “Next.”
Time Off Team Member – Leave Planner
The next step is the leave planner, which allows Managers and Employees to have vision over leave taken by other Team Members. This tool will help the leave requester understand if the timing of the leave request being submitted is appropriate and whether or not they need to coordinate with other Team Members.
- Search Team – when you search by Team, you will have an overview of all Employees within your Team and you can further break down the planner by selecting the appropriate month and year via the "Month" and "Year" dropdowns respectively.
Click “Next.”
Time Off Team Member – Leave Type and Leave Dates
- Type of Request – specify the Leave type, e.g. Annual, Compassionate, Personal, Carers, Sick Leave, LSL etc.
- Description – add a Description about the Leave type.
- Start Date – specify the Start Date for the Leave.
- End Date – specify the End Date for the Leave.
- Part Day – This can be used to define the Absence as a Part Day Absence.
- Leave Details – this field will be auto-filled based on previous choices and leave balances available.
- For Sick, Personal or Carers Leave Types If any of these options are selected: You can attach a Doctor's Certificate or Self Certify. You can record Illness and also link a Dependent.
- Total Hours – will automatically calculate however you can also adjust this manually should you need to. Click “Next.”
Time Off Team Member – Authoriser
1. Authoriser – Time Off authorisation requests are automatically sent to/submitted to the Employee's Manager and to all People & Culture Users when the Wizard is completed. However, Users can choose to send the Time Off request to another/alternate Manager at this step if required. To do so, change 'Send to Alternate Manager' to "Yes" (the default is "No").
- Send to Alternate Manager – if 'Yes' select another 'Manager' from the 'Select Alternate Manager' dropdown. This will send the Authorisation request to both the 'Alternate' Manager selected in the dropdown (not the Employee's manager) and all People & Culture Users. Click “Next.”
NOTES:
- Time Off Authorisations:
- Time Off needs Authorisation and Users can include multiple Managers/People & Culture Users in the Authorisation process. The original recipient of the Authorisation request has the option to 'Authorise,' Reject' or 'Forward' the Authorisation. If Authorised, the request is completed. If forwarded, it is assumed that the forwarding Manager/People & Culture User has given their Authorisation for that request and is forwarding the request on to the next Authoriser. This process can be done multiple times. When forwarded, the request isn't completed/fully Authorised until the final Manager/People & Culture User (the most senior or final individual in the process) selects 'Authorise.' This completes the Authorisation process. A history of all Managers/People & Culture Users (with a date and time stamp) is added to the Authorisation request each time it is forwarded, so that all previous Authorisations can be seen by the subsequent Manager/People & Culture User.
- Once Time Off requests have been 'Authorised' they can't be 'Rejected' (either via the Widget for via the LHS menu on the Employee's Time Off/Absence record). The only way to 'Cancel' an 'Authorised' Time Off request is via the LHS menu (by changing the status of the individual request in question to 'Cancelled' on the Time Off record via Employees > Absence). Please note that Only System Administrators can cancel 'Cancel' Authorised Time Off requests in this way.
- It is fair to assume that as soon as the Time Off request is 'Authorised' it will be exported to Payroll (assuming there is a Payroll integration in place).
- Any/all Time Off requests that have already been Authorised, can only be 'Cancelled' directly on the record via the LHS menu - this can't be done via the Time Off Widget.
- Not all Payroll solution APIs enable/facilitate the export and update (Cancellation) of the Time Off Authorisation in Payroll once an 'Authorised' record has been created/exported. For Payroll solutions that do enable the export of the 'Cancellation' of a Time Off request - this will update/cancel the Time Off request in Payroll. Please check with Support or your Project Manager to find out if your Payroll solution enables the export of 'Cancelled' Time Off requests. If not, then the Time Off request will need to be cancelled in both Subscribe-HR and Payroll manually.
- Unless/until a Time Off request is 'Forwarded' - Time Off Request notifications got to all People & Culture Users and the Employee's Manager (or the 'Alternate' Manager) as standard.
- A complete Workflow History for all Time Off requests and Authorisations is recorded in the following locations:
- The System Inbox.
- The Tasks & Notifications Widget of the My Info, Manager or People & Culture Dashboard.
- My Info/Employee Self-Service Users will only be able to see requests they've submitted and information about Authorisations, Cancellations or Rejections related to their own Time Off.
- Managers will be able to see requests submitted and information about Authorisations, Cancellations or Rejections related to Time Off for:
- Their Team Members.
- For an Employee that they have been requested to Authorise a Time Off request for (if the Time Off request has been forwarded to them for Authorisation by another Manager or People & Culture User).
- If authority has been delegated to them from another Employee via the 'Delegation' option - which is available to People & Culture Users via the Tasks & Notifications Widget on the People & culture Dashboard.
- People & Culture Users will be able to see requests submitted and information about Authorisations, Cancellations or Rejections related to all Time Off request/s for all Employees.
2. Summary – the final screen for the Time Off Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to submit your “Time Off” request, click “Submit.”
3. Success – if your Time Off has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.
