Time Off Requests for ExakTime Connect

This feature will be available soon to existing customers and will require an additional purchase to be enabled for your ExakTime account. For more information, please contact your sales rep/account manager.

The Time Off Requests page is where your employees can create time off requests for themselves and others, approve pending time off requests, and view existing requests in all statuses depending on their ExakTime Connect permissions.

If you have not completed the initial setup for Time Off, please refer to the initial setup article.

 Additional Resources for Employees & Supervisors

For time off request instructions for employees, you can provide them with either of the articles below:

• Time Off Requests for Employees on ExakTime Connect
• Time Off Requests on ExakTime Mobile for Employees

For time off request and approvals for supervisors on ExakTime Mobile, you can provide them with the article below:

• Time Off Requests on ExakTime Mobile for Supervisors/Managers

Navigating to Time Off Requests

Go to Time Off and click Time Off Requests from the menu bar.

This page can show one or three tabs depending on the employee's ExakTime Connect permissions:

• Your Time Off - Used to create new time off requests for the employee and with permission, create time off requests on behalf of other employees.
• Time Off Approvals - List of pending requests for employees within the logged-in employee's viewset.
• All Requests - List of all requests by employees within logged-in employee's viewset.

Your Time Off Tab

The "Your Time Off" tab will show the employee any assigned time off plans, the option to make a request for other employees if given permission, and any of their time off requests.

Time Off Cards

Towards the top of the page will be a series of cards for:

• Plan Cards - Each card will display:
  • Plan Name - The name of the Time Off Plan.
  • Plan Type - Pre-defined plan type assignment.
  • Available Hours - This value is the employees total balance minus pending request hours. This value will update if pending requests are denied or canceled. If accrual type is Unlimited, this value will appear as Unltd.
  • Pending Hours - This value is the logged-in employees’ requests per plan currently in a pending state.
  • Request Button - Used to create requests for selected plan.
• Make requests for others Card
  • If the logged-in employee has permission to approve a time off request, the employee will be able to create time off requests on behalf of other employees within their viewset. The employee must first select an employee from the employee drop-down, the plan drop-down will populate with plans assigned to the selected employee(s).

Your Time Off Requests

Beneath the cards will be a list of your Time Off Requests.

• Eye Icon - Click to view the details of the time off request.
• Cancel - Employees can cancel their requests if the request has a Pending or Approved status. Admins and managers with permission to approve requests can cancel user requests for others. 
• Status - Default filters for viewing requests include approved, pending, and completed. Additional request statuses such as canceled, denied, or expired can be viewed by clicking the ☰ icon in the Status header and adding the statuses to the filter.
• Start Date - Date that the time off will begin.
• End Date - Date that the time off will end.
• Hours - The total number of hours of the time off request.
• Plan Name - The Time Off Plan that the employee used to request their time off.
• Submitted On - Date that the time off request was submitted.

Reviewing Your Time Off Request

• Click the eye icon towards the left of a time off request.

  

• A modal will open to show the date range of the request, the total hours requested, the start/end time of each date for request, and a history of employee actions, such as the submitter and approver.

  

Creating Time Off Requests

• Click Request for a Time Off Plan card to submit a time off request using the balance of the time off plan.

  

• Enter the information for the time off request.

  

  • Available Hours - Employees balance minus hours requested based on new request form. This value will adjust dynamically based on the current requested hours.
  • Request Hours - Hours requested for this request.
  • Choose Start/End Day - Selecting the start date will auto-populate the end date with the same start date. The requestor can adjust the start/end date dynamically.
  • Include Weekends - Used when the start and end date span weekend dates. To include Sat/Sun as dates within the request, this option must be selected.
  • Weekly date Grouping
    • If the Time Off Plan allows employees to request partial days is enabled, employees can edit the hours requested per day. If the option to request partial days is disabled, employees will not be able to edit the hours, will be restricted to 8 hours per day, and will default to a start time of 8:00 a.m.
    • Start Time - Defaults to 8:00 a.m. The start time determines the start/end time of Time Off time records.
  • Comments - Optional comment field
• Click Submit Request when finished.

Please Note

Once created, Time Off requests cannot be edited. If the request was entered incorrectly, it must be canceled and reentered.

Creating Time off Request on Behalf of an Employee

• Select the employee and the time off plan that will be used for the time off request. The number of available hours will be noted in the time off plan name. Click Request when ready.

  

• Enter the information for the time off request.

  

  • Available Hours - Employees balance minus hours requested based on new request form. This value will adjust dynamically based on the current requested hours.
  • Request Hours - Hours requested for this request.
  • Choose Start/End Day - Selecting the start date will auto-populate the end date with the same start date. The requestor can adjust the start/end date dynamically.
  • Include Weekends - Used when the start and end date span weekend dates. To include Sat/Sun as dates within the request, this option must be selected.
  • Weekly date Grouping
    • If the Time Off Plan allows employees to request partial days is enabled, employees can edit the hours requested per day. If the option to request partial days is disabled, employees will not be able to edit the hours, will be restricted to 8 hours per day, and will default to a start time of 8:00 a.m.
    • Start Time - Defaults to 8:00 a.m. The start time determines the start/end time of Time Off time records.
  • Comments - Optional comment field

Time Off Approvals Tab

Employees with permission to Approve Time Off Requests will see the Time Off Approvals Tab within the Time Off Requests page. The Time Off Approvals tab will display a circular badge with the number of pending requests awaiting review. Once each request is approved or denied, it will be removed from the listing on this tab.

Approve/Deny Time Off Requests

The Time Off Approvals tab will have columns for:

• Eye Icon - Click to view the details of the time off request, such as the date range of the request, the total hours requested, the requestor's starting balance and balance after the request, the start/end time of each date for the request, and a history of employee actions, such as the submitter and approver.
  
• Approve button - Click to approve the request
• Deny button - Click to deny the request. A modal will open to enter an optional comment.
• ID - ID of the employee.
• Name - Name of the employee.
• Start Date - Date that the time off will begin.
• End Date - Date that the time off will end.
• Hours - The total number of hours of the time off request.
• Plan Name - The Time Off Plan that the employee used to request their time off.
• Submitted On - Date that the time off request was submitted.

Once a pending request is approved. Time Records for that request are created on the employee's time card. The balance of approved requests is not deducted until the pay period the starting date of a request is in has been closed.

Viewing All Requests

Employees with permission to Approve Time Off Requests will see the All Requests Tab within the Time Off Requests page. Employees will be able to view all requests by employees within their viewset by navigating to the All Request tab

• Eye Icon - Click to view the details of the time off request, such as the date range of the request, the total hours requested, the requestor's starting balance and balance after the request, the start/end time of each date for the request, and a history of employee actions, such as the submitter and approver.
  
• Cancel button - Click to cancel the request that is pending or approved. . A modal will open to enter an optional comment.
• Status - The lists will filter to Approved, Completed, and Denied requests by default. Additional statuses such as canceled, denied, or expired can be viewed by clicking the ☰ icon in the Status header and adding the statuses to the filter.
• ID - ID of the employee.
• Name - Name of the employee.
• Start Date - Date that the time off will begin.
• End Date - Date that the time off will end.
• Hours - The total number of hours of the time off request.
• Plan Name - The Time Off Plan that the employee used to request their time off.
• Submitted On - Date that the time off request was submitted.