Manage Employee Time Off Requests

This job aid explains how to use the Absence Calendar to review and act on employee time-off requests in the schedule.

About the Absence Calendar

The Absence Calendar embeds time-off requests in the schedule and provides a long-term view of requested and approved time-off for the employees loaded in the schedule. Using Manager Absence Calendar, managers can stay in the schedule to evaluate and handle time-off requests, see everything in context, and review the long-term impact.

To Review and Approve a Time-off Request in the Schedule

1. From the Main Menu > under Schedule > select Schedule Planner with Absence Calendar.
2. Ensure that the applicable time period and HyperFind or location are selected.
3. Click Show/Hide .
4. In the Show/Hide slider, under Time-Off Request, select how you want to display time-off requests and which time-off request statuses you want to view.
5. Select Apply.
6. To group pending requests at the top of the schedule, click the Requests column.
7. Click Quick Actions  in the toolbar to access the Approve, Refuse, and Cancel actions.
8. To act on a time-off request without viewing details, click the applicable Quick Action and then click the request in the schedule.
9. To review time-off request details, right-click the request. The request glance opens.
10. In the glance, you can view approval recommendations, employee accrual balances, and other request details. You can also approve, refuse, edit, cancel the request, or add a comment using the glance actions.

To access a long-term view of time-off requests

1. Click the Absence Calendar add-on. By default, the current month and next two months are displayed.
2. To navigate to past or future months, use the Previous and Next icons in the add-on.
3. To view the entire year, click Expand . Click the icon again to restore the add-on to the default size.

4. Select a date or drag a date range to load the selected period into the schedule.
5. A black dot in a date on the calendar indicates outstanding requests that require processing
   • A date with only a number indicates the total number of approved requests that day
   • A date with both a black dot and a number can indicate one of the following, depending on your organization’s configuration:
     • the number of outstanding requests
     • the total count of outstanding and approved requests