Approving Time Off
Notification
When a staff member submits a time off request, Timesavr will send an email notification to that staff member's supervisor. That supervisor is set on a global level on the Staff tab of your Settings page, as the default time off approver, but can be overridden on each staff member's individual Time Off Options page. The email notification lists the details of the request, including the number of hours or days requested, the date(s), the time off type and any note the requestor may have included.
The notification email also includes a direct link to view and approve or deny the time off request. If you're currently logged into Timesavr in your default browser, this link will take you directly to the request. If you're not currently logged in, you will be redirected to the login page. After logging in you can use the link again to go directly to the request.
Time Off Requests
All time off requests, whether approved, denied, cancelled, or waiting for approval, are listed on the time off requests page, which is found in Staff > Time Off Requests. If time off requests are waiting for approval, this menu item will include a red flag, with a number, indicating the number of new time off requests waiting.
Requests for future dates are listed on a white background, and requests for dates in the past are listed with a yellow background. Requests that exceed remaining time off, are listed with an orange background. To approve or deny a request, select it from the list. This will open the time off request panel, where you can see the details of the request, whether or not it conflicts with another time off request, and give you the option to enter a note for the requestor before you approve or deny. If a request encompasses 7 days or less, each date will be listed on the request. For requests with more than 7 days, a date range will be displayed.
The current status of the request is indicated as either waiting, approved, denied or cancelled. Approved, denied or cancelled requests will also include the date and username of the person who set the current status, as well as their initials.
Self Approved
If a user has the security privilege to insert time off without approval, they can insert the time off on their timesheet and bypass the approval process. In such a case, the time off will still be listed on the time off requests page, but will show as a "Self approved time off insert". For users who do not have this privilege, time off requests must be approved by a supervisor.
Warning
If the request exceeds available time off for the requestor, Timesavr will warn you with the details about the amount of time exceeded, and when the next allotment is scheduled. This will not prevent you from approving the time off request, but it will put the time off remaining into a deficit for this staff member.
Conflicts
If the request conflicts with one or more other existing requests, this will be indicated on the request. Conflicting requests are listed with the staff member who made the request, the type of request and the current status of the request. Click on the conflicting request to load it into the current window. And because it conflicts with the original request you were looking at, that original request will be listed as a conflict on the conflicting request, which means you can easily switch back and forth between the two requests. A link to the time off calendar is also included with the conflict list. This link will default to the month for which the request was made.
Approve or Deny
If the request is in waiting status, then you can approve or deny the request by simply selecting the appropriate button. Please note that each approval or denial must include the initials of the approver. Optionally a note can also be added to send back to the requestor. This note will be included on the email sent to the requestor, but is not saved in the database.
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