How to create Time off Allocation?¶

In order to control the day off of employees, enterprises or the human resource officers need to allocate the employee’s time off. Viindoo Time-off Management Application will help enterprises allocate and control employees’ days off more efficiently.

Requirements

This tutorial requires the installation of the following applications/modules:

Viindoo Time-Off

Configure Accrual Plans¶

Navigate to Configuration > Accrual Plans > New. Enter the following information:

Name: Enter the name of the Accrual Plans.
Time Off Type: Select the Time Off Type you want to apply.
Level Transition:
- Immediately: When you reach the corresponding date to the new level, the accrual plan will be auto-computed, allocated and you switched to the new level.
- After this accrual’s period: The accrual will be completed (weekly, monthly), allocated, and switched to the next level when you reach the allocation date. You need to configure the rule of time, rate, limit, … for these Accrual Plans.
  - Click on Add a new level.
  - Enter the following information:
    - Start after: The accrual starts after a defined period from the employee Start date on the Allocation. The field defined the number of days, month(s) or year(s) which accrual will be used afterward.
    - Based on worked time: Only accrue for the employees’ working time. This is the time when the employee did not take time off.
    - Rate: The number of hours/days that will be incremented in the specified Time off Type for every period.
    - Frequency: The time-off will be allocated daily or every week/month, twice per week/month.
    - Limit to: Choose a limit for this accrual for which this Level is effective from the Start Date on the employment contract. If it is 0 that means no limit.
    - At the end of the calendar year, unused accruals will be: “Transferred to the next year” or “Lost” depending on your company’s regulations.
    - Maximum amount of accruals to transfer: set a maximum of days an allocation keeps at the end of the year. 0 for no limit.
  - Click Save & Close if you have only one level or click Save & New if you want to create a new level.
  - Click on Save to save this record.

Time off Allocation Management¶

To create new time-off allocations for employees, first, you need to configure the time-off types. Read this article for more detail How to create Time off Types?

Next, you navigate to Time off ‣ Approvals ‣ Allocations.

Creating a new allocation request in Viindoo Time-off Management Application

In this section, the system currently applied the “My Team” and “Active Employee” filters which helps the manager filter the time-off requests of the employees that they are in charge of. It also displays the list of employees’ allocation requests with the following information: Employee, Time Off Type, Description, Duration, Status. The left column includes all the allocation statuses. When you select once, the system will automated filter depending on that choice.

List of allocations in Viindoo Time-off Management Application

Now, click on New to create a new allocation request. You need to fill in the following information:

Detail of allocation requests in Viindoo Time-off Management Application

Allocation Title: Name of Allocation.
Time Off Type: Choosing the available time off type.
Mode: Allowing to create the allocation request by an employee, department, company, or employee tag. E.g: Allocating the Summer days off for the Teacher department.
Add a reason: Inputting a reason for the allocation request.
Allocation Type:
- Regular Allocation: A certain number of days/time offs are manually allocated to employees. See details: Regular Allocation.
- Accrual Allocation: The day-offs are allocated cumulatively and consecutively. See details: Accrual Allocation.

Note

Right at the view of the allocation request, you can see the time you have spent on the total allocated time in the statistics bar.

After you click on the Save button, the system will automatically schedule an activity to notify the manager to approve this allocation request.

Action to announcing allocation request approval in Viindoo Time-off Management Application

Regular Allocation¶

Choosing Regular Allocation on the Allocation Type field.

At the Duration field, you enter the number of allocated days. The unit of measure depends on the Time Off Type configuration.

Accrual Allocation¶

To allocate Accrual Allocation for the employees, you need to configure Accrual Plans then add on the time-off allocation and enter the following details:

On the Allocation view, choose Accrual Allocation on the Allocation Type field.

Validity Period: The start date for the effective allocation period.
Accrual Plan: Choosing a suitable Accrual Plans for the Time off Type you chose.
Start Date: The day begin to allocate.
Run Until: On the day of stopping allocate, you can skip this field if there is no limit on the end date.

Note

Accrual Allocation will be run automatically according to the configured rule and with a delay depending on the Scheduled Actions setting of the system.

Time off Allocation requested by Employees¶

With the Extra Days Requests Allowed allocation configuration feature in Time Off Type, employees can create an allocation request for their day off. On the employee account, navigate to Time off application, then click on Allocation Request.

The system displays an Allocation request and you need to enter the following information:

Fulfilling the information of the allocation request

Allocation Title.
Time Off Type: Selecting the time-off type which had been configured in the Allow Employees Requests mode.
Duration: The duration of the allocated time-off you want to request. The unit of measure depends on the configuration in Time Off Type.
Add a reason: Entering the reason for an allocation request.

Clicking on Save & Close. For detailed observation of your allocation request, you navigate to Time off ‣ My Time Off ‣ My Allocations.

By choosing a random allocation request, you will see the information which you have filled in. You can also track the status of the created allocation request:

To Submit: When an allocation request is created.
To Approve: When an allocation request is confirmed.
Approved: When an allocation request is approved by the manager.
Refused: When an allocation request is refused by the manager (displayed only when the request is being declined).

After an allocation request had been confirmed, the system will automatically schedule an activity to notify the manager to approve this allocation request.

In case the manager approves the allocation request that the employee has created, the employee can proceed to create a time-off request.