How to track time off with reports

To see how much time off your employees take, open the Reporting menu of the Time Off app: by Employee and by Type show the days taken and allocated as a list, a chart, a pivot table or a calendar, Time Off Details shows the days and hours per month, and Balance shows what each employee has left. Every report can be filtered, grouped and downloaded to Excel.

Who	Officer: Manage all requests for by Employee and by Type; Administrator for Balance and Time Off Details.
App	Time Off, with the Viin Time-Off module for Time Off Details

Before you start

• Install the Time Off app, see How to install Time Off and set up access rights, and the Viin Time-Off module for Time Off Details.

• Create time off requests and allocations.

How do I see the time off of each employee?

Go to Time Off ‣ Reporting ‣ by Employee. The report is the Time Off Analysis. It opens as a list for the current year, grouped by employee and then by type. Click a group to see its requests.

Use the buttons at the top right to change the view: list, graph, pivot or calendar. To change the period or the grouping, remove the default filters and use the search options, see How to search, filter, group and save searches.

How do I read the graph?

In the graph view, the vertical axis shows the Measures (the duration in days or the number of requests) and the horizontal axis shows the grouping. Choose a bar, line or pie chart, stacked or not, and sort the values in ascending or descending order with the buttons above the graph.

How do I analyse the report in a pivot table?

The pivot view lets you combine several measures. Open the Measures menu to choose them, click a header to choose the rows and the columns (employee, type, status, start date), and click the flip icon to swap rows and columns.

Click the download icon to export the table to an Excel file.

The calendar view shows the time off of all employees by day.

How do I see the time off by type?

Go to Time Off ‣ Reporting ‣ by Type. The report opens as a bar chart grouped by type. Allocations count as positive days and the time off taken counts as negative days, so a negative bar means that employees took more days than they were allocated.

Switch to the list view to see each request and each allocation of a type: its number of days, its type, its dates and its status. Like the first report, it also has a pivot view.

How do I see the days and hours per month?

Go to Time Off ‣ Reporting ‣ Time Off Details. The report is a pivot table of the days and hours of time off per employee and per type for a month. Open Measures to show the days, the hours or both.

How do I see what each employee has left?

Go to Time Off ‣ Reporting ‣ Balance. The pivot table gives, for each employee and each time off type, the days and hours that are Left, Planned and Taken.

How do I print a summary of time off?

1. Go to Employees ‣ Employees, switch to the list view and select the employees.

2. Click Print, then Time Off Summary.

3. Choose the From date and the type of time off to include: Approved, Confirmed or Both Approved and Confirmed. Click Print.

Viindoo generates the summary as a PDF file.

Common errors

Problem	What to do
You cannot see Balance or Time Off Details.	Both need the Administrator access right, and Time Off Details needs the Viin Time-Off module.
A report shows only the current year.	Remove the default filter and choose another period.
Time Off Summary is not in the Reporting menu.	Print it from the list of employees, see above.

Next steps

• How to adjust a time off request: correct the dates of a request.

• Overview and Configuration of Viindoo Overtime: follow the overtime of your employees.