How to create a time off allocation

To give employees days of time off, go to Time Off ‣ Management ‣ Allocations, click New, choose the time off type and the employee, enter the number of days and click Save. The allocation is approved by the person set on the time off type. Employees can then request time off within their balance.

Who	Users with the Time Off ‣ Officer: Manage all requests access right (create and approve), employees (send an allocation request when the type allows it).
App	Time Off

Before you start

• Install the Time Off app, see How to install Time Off and set up access rights.

• Create a time off type with Requires allocation ticked.

How do I allocate days to an employee?

1. Go to Time Off ‣ Management ‣ Allocations. The screen opens with the filters First Approval and My Team, so you only see the allocations waiting for you; switch to the list view with the buttons at the top right. Click New.

2. Fill in the allocation and click Save.

   Field	What it does	If it is wrong
   Title (top of the form)	The name of the allocation, for example Annual leave 2027. Viindoo proposes a name from the type and the days.	None.
   Time Off Type	The kind of leave the days belong to.	The employee cannot use the days for another type.
   Allocation Type	Regular Allocation: a fixed number of days. Accrual Allocation: days earned over time by an accrual plan, see How to allocate annual leave.	The employee gets all the days at once, or none.
   Validity Period	The dates between which the days can be used. Leave the end date empty (No Limit) for no limit.	Days expire too early, or never.
   Allocation	The number of days (or hours, depending on the type).	The balance is wrong.
   Employee	The employee who receives the days.	The days go to the wrong person.
   Reason (bottom of the form)	Why the days are allocated.	None.

3. The allocation has the status To Approve. Viindoo schedules an Allocation Approval activity for the approver. Click Validate to confirm it, or Refuse.

The approver depends on the Approval of the Allocation Requests of the time off type, see How to create a time off type. With a two-step approval, the first approver clicks Approve and an officer then clicks Validate.

How do I allocate days to many employees at once?

1. In Time Off ‣ Management ‣ Allocations, click New Group Allocation.

2. In the New Group Allocation window, choose what you grant to in Grant: By Employee, By Company, By Department or By Employee Tag. Then choose the employees (or the company, the department or the tag), the time off type, the type of allocation, the validity period and the number of days. Add a reason if you want.

3. Click Allocate Time Off.

With the Viin Time-Off module, Exclude Employees lets you leave some employees out of the group.

How does an employee request an allocation?

When Allow Employee Requests is ticked on the time off type, an employee can ask for more days.

1. Go to Time Off ‣ My Time ‣ Dashboard and click New Allocation Request.

2. In the New Allocation window, choose the time off type, enter the number of days in Ask for and the reason, then click Submit Request.

3. To follow the request, go to Time Off ‣ My Time ‣ My Allocations.

   Open a request to see its status.

Status	Meaning
To Approve	The request is sent and waits for the approver.
Second Approval	The first approver has approved. An officer gives the final approval.
Approved	The days are added to the balance of the employee.
Refused	The approver refused the request.

Once the request is approved, the employee can request time off.

Common errors

Problem	What to do
The new allocation is missing in the list.	The list is filtered on First Approval and My Team. Remove the filters.
The employee has no balance after the allocation.	Approve the allocation: the days count once its status is Approved.
An employee cannot request extra days of a type.	Tick Allow Employee Requests on the type.

Next steps

• How to allocate annual leave: allocate annual leave automatically.

• How to request time off: request time off with the allocated days.