This article describes the pages and workflows installed by the time-off templates and how to set up the functionality to record time off against a person.
The Time off pack template wraps all of the time off and manager views functionality into a single template, including annual leave, family leave, other leave, sickness, and volunteering leave. You can choose to install only the time-off templates that you need or this pack for everything. We have documented how to set up the time off functionality in this article, and you can see how users would book time off with each of the other time off functions in the article for that template.
See the articles we've written about each of the templates installed by this pack:
- Annual leave
- Family leave
- Other leave
- Sickness
- Volunteering leave
- Manager views
Models
The time-off templates add the Absence model, which stores data for all absences. However, you can amend this to fit your process, see our knowledge base article, Edit a model's name, description, or icon or delete a model.
The Absence daily breakdown model stores data about an individual absence.
The Absence category model stores information about the type of absence.
The Time off plan model records the name of a plan you can assign to a person.
The Person time off plan model contains properties to track a person's gross and net entitlements for a bucket of time.
Workflows
The workflows on the Person time off plan model set the gross and net days for the person. You can amend this to suit your process, see our knowledge base article, Create a workflow. Alternatively, you could amend the workflow to update a third-party system, see our knowledge base article, About Applaud's integration with Workato.
Time off - set summary in days text
Time off - set summary in hours text
Time off - clear summary in days text when not enough data
Time-off setup pages
Before using any of the time-off functionality added by any time-off templates, you must set your time-off categories and create your time-off plans.
Time off categories
The template adds the Time off categories page:
Select + ADD, which opens the Time off category page in a model window:
Enter the category's details and select SAVE.
Time off plans
Next, open the Time off plans page:
On the Time off plans page, select + ADD, which opens the Time off plan page in a modal window:
Time off dashboard
Next, open the Time off dashboard, where you can see lists of the time off requests and plans:
Before you can record time off for a person, you need to assign the person a time-off plan. On the Time off dashboard page, from the Plan assignments block, select ASSIGN NEW, which opens the Assign time off plan page in a modal window:
To record time off for someone, on the Time off listing block, select RECORD TIME OFF, which opens the Record time off page in a modal window:
You can download all the time off and plan assignments in an excel spreadsheet, on the Time off listing block or the Plan assignments block, select EXPORT, which sends you an email with a link to download the .CSV file.
Time off
The template adds the Time off overview page, which is an overview of an employee's time off. You can change the brand of your page or amend any aspect of this page to suit your organizational procedures. See our knowledge base article, Add a new page.
The Time off calendar block shows all approved and pending time off requests. You can amend this by changing the filters used on the block. See our knowledge base article, Add a calendar block.
On the Now and next block select VIEW ALL, which opens the Time off history page in a modal window:
Time off history
The time off history page shows all of the time off requested and approved. You can request annual leave from here but to request the other time off types, you'll need to open the relevant page for that time off category from the top of the Time off page.
Validation rules
The time off templates also adds relevant validation so that when an employee submits a form the data is correct. You can amend these validations to suit your procedure, see our knowledge base article, Create a validation rule.
Time off - check plan exists and is the same plan for the whole request
Time off - check it's not too far in the future or in the past (excludes sickness)
Follow-up tasks
- After installation, make sure you assign yourself the HRSS role. Otherwise, you might not be able to access some of the pages. See our knowledge base article, Assign or revoke a role.
- Add your policy information for time off knowledge articles, FAQs, useful links, and highlights. You might be able to set up automation using workflows to add your content. See our knowledge base article, About Applaud's integration with Workato.
- Define your time off categories and plans. See our knowledge base article, Content Categories.
- Add the Annual leave page to your service catalog, which requires the Service Catalog template. Alternatively, you can install the Time off Pack template.
- Tailor the experience to your organization's needs and procedures.