TimeOff 365

Why is a time-off requests app important?

A time-off requests application is essential for improving efficiency, enhancing communication and transparency, ensuring compliance with policies of time-off management, and empowering employees.

What features should a time-off requests app include?

  • Employee Self-service: Employees should be able to access the app to submit their time-off requests directly. Allowing them to specify the type of leave, the desired dates, and any additional information or attachments related to their request.
  • Approval Workflow: The app should facilitate an approval workflow, where managers or designated approvers can review and approve/reject time-off requests. Approvers should receive notifications when requests are submitted, and they should be able to easily review the details and make informed decisions.
  • Leave Balances and Accruals:  The app should provide visibility into employees’ available leave balances, including vacation days, sick leave, or any other types of leave. It should also track accruals based on company policies, allowing employees and managers to monitor and plan time off accordingly.
  • Team Calendar: A shared team calendar within the app can provide a consolidated view of approved time-off requests for the entire team or department. This allows managers and team members to see who is available and plan work assignments or project timelines accordingly.

Employee Self-service

Employees can submit the time-off requests themselves. All they need is to select the types of their leave e.g. vacation, sick, unpaid, the dates, the person who will review their requests, and enter the details for the requests. After submitting the request, they can see from the first page of the User’s interface both their requests that were reviewed or are still pending. They can also filter their requests by status, e.g. ‘Pending’, ‘Approved’, ‘Pending Cancellation’, and ‘Cancelled’. To be able to submit time-off requests via the app saves time for much manual communication e.g. emails and paperwork with supervisors and HR!

  • Apart from the employees, the managers or the admin can also create leave requests for the employees. In both Manager’s and Admin’s interfaces, enter the information mentioned above and select which employee the request is for in ‘Create Request For Employee’. Then the request is done! This is useful, for example, when a team member is sick too sick to turn on the computer to create a request, the manager can do so for that person.

In the User’s interface, users can learn about each type of leave and what information they should provide when they make a specific type of leave request. All the information can be accessed through ‘About’. This is to save time from back-and-forth communication between the users and the approvers about getting sufficient information to process a request.

Approval Workflow

On the Manager’s interface of this app, managers have access to a comprehensive overview of all leave requests. These requests are displayed on the main page, and managers can conveniently filter them based on their status, such as ‘Pending,’ ‘Approved,’ ‘Declined,’ ‘Pending Cancellation,’ and ‘Cancelled.’ By selecting the pending requests, managers can review the request details and make decisions to either approve or decline them.

  • To delegate decision-making authority to another person, the Manager’s interface provides an option called ‘Set Available Status.’ This feature allows managers to temporarily designate someone else to handle the decision-making process. For instance, if a department manager is on leave, the manager’s status can be set as ‘unavailable,’ and permission can be delegated to the assistant manager for that duration. This ensures that the requests can still be processed smoothly even in the absence of the regular person in charge.

Leave Balances and Accruals

Employees can check their leave balances while managers can see and edit their employees’ time-off balances via this app. Employees can see how many days of vacation leave they have and how many days of different kinds of leave they took, e.g. ‘Vacation’, ‘Standard Sick’, and ‘Unpaid Day’, in ‘My Leave Balance’ in the User’s interface. This feature allows employees to track the records of their leave balances and plan their time-off accordingly.

Managers can see all the above information about their employees. Moreover, they can edit the leave balances of their employees by selecting the option they want to edit, e.g. Standard Sick Entitlement, then enter the new number of entitlement. The leave balances of that employee are updated! This can be done in ‘Edit Employee Information’ in the Manager’s interface. This feature enables flexibility in the leave accruals. For example, if leave is used as an incentive for outstanding performance, the manager can directly add that to the employee’s balances once the target is achieved without the need to communicate with HR and go through complex paperwork.

Team Calendar

In both User’s and Manager’s interfaces, the users or managers can see who is on leave and when it takes place via ‘Calendar’. The users and managers can select to see the approved leave requests of all employees or only a specific department by selecting the options of the drop-down menu on the right of the page. With this feature, the managers and employees can plan their leaves accordingly so as not to disturb the daily operation of the teams.

In the User’s interface, click ‘Company Holidays’, and the users can see what paid holidays the company is providing in that year. Hence, they can arrange their leave accordingly.

What Time Off 365 solves.

Efficiency and Convenience​  This app streamlines the process of requesting time off, eliminating the need for manual paperwork or email communication. Employees can easily submit their requests from anywhere, at any time, using a user-friendly interface. This saves time for both employees and HR/administrative staff.

Transparency and Visibility​ This app provides transparency and visibility into the availability of employees. Managers and HR teams can see who is off and when, allowing them to plan workloads, assign tasks, and schedule projects more efficiently. It also helps employees in coordinating their time off with their colleagues and ensures smooth operation of the team or department.

Employee Empowerment​ The app empowers employees by giving them control over their time-off requests. They can view their leave balances, check the status of their requests, and plan their time off accordingly. This self-service aspect reduces dependency on HR or managers for routine administrative tasks and improves employee satisfaction.

Compliance with Policies This app helps organizations enforce time-off policies consistently. It ensures that employees follow proper procedures and obtain the necessary approvals for taking time off. This promotes fairness and consistency in granting leave and helps manage workforce availability effectively.