Guide to Time Off Management

The Time Off Management module allows to accrue vacation days and display the leaves on a calendar.

To add this module to your account, go to “Billing” -> “Subscriptions” -> scroll down to Add-Ons and purchase the “TimeClock 365 Accruals Manager”

Step 1: Enable

The updated guide to Time off accruals management here >

To track the time-off balance:

Go to “Settings” -> “Company profile” -> “Absence types” -> Check the boxes “Advanced settings in contract” and “Advanced settings in user card” on the types of absences you’d like to accrue days for ->”Update”.

Step 2: Configure

There are three levels to configure the accruals:
– Company (with the option for tiered/tenured based accrual)
– Contract
– User

When the accrual schedule is entered to the user profile, the system takes it into account. If not, it’ll take the users’ contract and if nothing is entered there it’ll take the company settings.

2.1 Configure a tiered accrual schedule for the entire company: This is the recommended settings as it best represents the company policy for tenured employees’ accrual. First, go to “Users” -> Choose a user -> Scroll down to “Salary info” -> FIll in the initial work date. Do this for all users.

Go to “Company profile” -> “Absence types” tab, set the period in the field “Accrual mode” and in “Accrual schedule” enter the number of days that will be added at the end of that period. Then, click “+Add new tenure bonus” to set the addition of accrued days for each tenured year. For example: On the first year employees accrue 1 day/mo On the second year they accrue 1.2 days/mo On the third year they accrue 1.4 days/mo On the forth year onwards they accrue 1.6 days/mo

2.2 Configure accrual schedule per contract: Go to “Settings” -> “Contracts” -> Choose a contract -> Scroll down to “Time off settings” -> Fill in the accrual schedule for the employees in that contract

2.3 Configure accrual schedule per employee: Go to “Users” -> select a user -> Scroll down to “Time Off Balances” -> if needed, change the accrual schedule per that employee. For example, if you want the employee to accrue 1 day per month, write “1” and select “month” To top-up the balance, click “settings” -> “Add new update” -> insert the date of the change and the number of days.

Step 3: Show available balance and download the Report

When submitting a request for time off, employees can see their current balance:

To view the report, go to “Reports” -> “Time off balance report -> Select the employee(s), period, type of absence -> “Download”.

You can also view the accrual and usage history by employee by specifying the period you want to see. Uncheck the “Specify period” box and select a range of dates you want to see.

Step 4: Time Off Calendar

This screen let’s you view the time off requests across the company, group(s) and more, in order to manage the employees more effectively.

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Open Doors with NFC — Cloud-Based Access Control Is Here

The Power of Cloud-Based Employee Management

TimeClock 365 for Windows — Full Control Over Work Time, Right from Your Desktop