When staff take time off, you need systems to help you identify and reassign the Service Conflicts and to prevent new services from being booked to staff who are scheduled as Off. The tools for managing Staff Time Off include:
- Staff can request time off (if you permit) or Managers can add Time Off for Staff.
- Email notifications of Time Off Requests.
- Calendar of all staff Time Off, usable for any unavailable time, i.e. staff that do not work weekends.
- Schedule-level Notification of service conflicts with the Time Off (both Existing and New Services).
- Notation on the Planner of Time Off, Including Conflicts.
TABLE OF CONTENTS
- How to Schedule Time Off?
- Viewing Staff Time off in The Old Planner
- Viewing Staff Time off in The New Planner
- Viewing Staff Time Off in the Schedule
- View the Vacation Alert Email
How to Schedule Time Off?
Navigation: Admin > Staff > Staff Interface > Time Off
Step 1
- Staff and Admin Add Time Off in the same way, from the Staff Dashboard.
- If an Admin is Adding Time Off for Staff: Navigate to the staff record, Select "Staff Interface."
Step 2
Now, the Admin is logged in as the Staff, so the Steps for Staff and Admin are now the same.
- Click all days to add as Time Off (days clicked become highlighted, previously requested days remain yellow, if they are unclicked, it REMOVES the time off and the service conflicts).
- Click "Update."
Step 3
Navigation: Time Off > Staff Time Off Summary
Staff Time Off Summary:
- Time Off appears as a "dot" for the date in the staff's row.
- "Total" is the total number of staff with Time Off that day, to help with approvals and rescheduling.
- Navigate between months by clicking the arrows by the month and year.
Viewing Staff Time off in The Old Planner
When staff time off is scheduled, notifications/alerts appear in not only the Schedule, but also The Planner. Please read the notes below about the New Planner Release.
Note: The new Planner will replace the Old Planner currently available on your system. The Old Planner will be available for a limited period only and will eventually be discontinued. This will give you ample time to transition over to the new Planner format.
Tip: Existing users of the Planner will benefit from reading Transitioning from the Old Planner to the New Planner which gives a step by step approach to configuring the New Planner.
Navigation: Scheduler > Schedule > Old Planner
The Old Planner:
- A red number indicates a scheduled service conflict, with Time Off, for that sitter on that date.
- A red dot indicates that sitter has Time Off on that date - do not to assign services to that sitter.
Note: Other services may conflict. The Planner only displays services with a Resource Cost, such as overnights or boarding. See How to display a service item in the Planner?
Viewing Staff Time off in The New Planner
Navigation: Scheduler > Schedule > Admin Schedules > New Planner
The Planner:
- A red number indicates a scheduled service conflict, with Time Off, for that sitter on that date.
- A red dot indicates that sitter has Time Off on that date - do not to assign services to that sitter.
Note: Other services may conflict. The Planner only displays services with a Resource Cost, such as overnights, daycare or boarding. See How to display a service item in the Planner?
Viewing Staff Time Off in the Schedule
Navigation: Clients > access client account > Orders & Invoices > Scheduled Services
Service Orders:
- Services booked for staff with Time Off that day appear in red and with a warning icon.
Navigation: Scheduler > Schedule
Schedule:
- Services booked for staff with Time Off that day appear in red and with a warning icon.
View the Vacation Alert Email
- When Time Off is added, Vacation Alert Email in Admin > Settings > Company Information and the Staff receive an email. If no email is listed in Vacation Alert Email, it is sent to the Company Email.
- Time off conflicts with Scheduled Services are shown in red with a warning message.
- If Staff is denied Time Off, or changes their mind or dates, remove or update the Time Off in the Staff Interface (listed in Steps 1 & 2) to clear the conflicts.
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