Time Off Management¶

Manage employee time-off requests, PTO balances, and approval workflows.

Overview¶

The time-off system provides:

• Employee self-service request submission
• Manager approval workflow
• PTO balance tracking
• Blackout date management
• Calendar integration

Submitting Time Off Requests¶

For Employees¶

1. Log into the employee portal
2. Navigate to Time Off
3. Click New Request
4. Fill in the details:
   • Start date
   • End date
   • Request type (PTO, Sick, Personal, etc.)
   • Notes (optional)
5. Click Submit

Request Types¶

Approving Requests¶

For Managers¶

1. Navigate to Time Off from the dashboard
2. Pending requests appear at the top
3. Click on a request to review
4. Check for:
   • Staffing impact
   • PTO balance
   • Blackout dates
5. Click Approve or Deny
6. Add a note (optional, required for denials)

Approval Considerations¶

Before approving, consider:

• [ ] Will the schedule have adequate coverage?
• [ ] Does the employee have sufficient PTO balance?
• [ ] Is the date during a blackout period?
• [ ] Are there conflicting requests from other employees?

PTO Balance Tracking¶

Viewing Balances¶

Managers can view PTO balances:

1. Go to Employees
2. Click on an employee
3. View Time Off Balance section

Employees can view their own balance in the employee portal.

Balance Components¶

Accrual Settings¶

Configure PTO accrual in Settings > Time Off:

• Accrual rate (hours per pay period)
• Maximum balance cap
• Carryover policy
• Accrual start date for new hires

Blackout Dates¶

Prevent time-off requests during busy periods.

Setting Blackout Dates¶

1. Go to Settings > Time Off > Blackout Dates
2. Click Add Blackout
3. Enter:
   • Start date
   • End date
   • Reason
   • Affected locations (or all)
4. Click Save

Common Blackout Periods¶

Consider blocking time off during:

• Major holidays
• Special events
• Inventory periods
• Training days

Calendar Integration¶

Employees can sync approved time off to their personal calendars.

Supported Calendars¶

• Google Calendar
• Apple Calendar (iCal)
• Outlook

Setting Up Sync¶

1. Go to employee portal Settings
2. Click Calendar Sync
3. Choose your calendar type
4. Follow the authorization steps

Time Off Policies¶

Creating Policies¶

Define different policies for employee groups:

1. Go to Settings > Time Off > Policies
2. Click New Policy
3. Configure:
   • Policy name
   • Accrual rate
   • Maximum balance
   • Carryover rules
   • Eligible request types

Assigning Policies¶

Assign policies to employees:

1. Go to Employees
2. Select employee(s)
3. Click Assign Policy
4. Choose the policy

Reporting¶

Available Reports¶

Accessing Reports¶

Go to Reports > Time Off and select the report type.

Best Practices¶

Troubleshooting¶

Common Issues¶

Request stuck in pending?

• Check if manager has been notified
• Verify the request isn't during a blackout
• Contact your manager directly

Balance seems incorrect?

• Review accrual settings
• Check for pending requests
• Verify policy assignment

Can't submit request?

• Check for blackout dates
• Verify you have available balance
• Ensure dates are in the future

Need Help?¶

Contact support at support@coldstonereno.com