How to track and manage time off with TSheets

Setup

Do I have to require my workers to submit time off for approval? 

No. You have options to customize how you and your workers enter time off.

Scenario 1: You want to restrict time-off entries to only administrators and managers. This is the default setting in TSheets, so there’s no setup needed! 

Enable time off feature.

Scenario 2: You want all team members to enter time off without an approval process. 

To set this up using the TSheets dashboard:

  • Go to Company Settings
  • Select Time Options
  • Select Time Off
  • Select Allow team members to enter their own time off 
Time off feature.

Scenario 3: You want workers to submit time off for approval. 

When workers submit time off, administrators and managers will get a notification to approve or deny the request. 

To set this up using the TSheets dashboard:

  • Go to Company Settings
  • Select Time Options
  • Select Time Off
  • Select Allow team members to enter their own time off.
  • Select Require approval for time requests.

Scenario 4: You want managers to submit time off for approval. 

When administrators enter time off for themselves, they can enter it directly, without an approval process. If you want managers to submit time off for approval, they should not be in the group they manage. 

Meet Michael Scott and Jim Halpert. As you can see, they are both managers in the TSheets group “Office.”

Group managers field.

Let’s say you want to create an approval process for Jim’s time-off requests. To do this, remove Jim from the group he manages, which is the “Office,” in this case. 

How to add time off for others.

Don’t worry, Jim will still get notifications for time-off requests from team members in the group he manages. 

To set this up using the TSheets dashboard:

  • Go to Company Settings
  • Select Manage Groups and Managers
  • Select Time Off
  • Select Require approval for time requests 

Prepare workers

How can I help workers prepare for the change to submitting a time-off request? 

Have them watch this short video.

Enter time off

Can I enter time off for others? 

You bet! Administrators and managers can enter time off for others through the TSheets desktop application. They can enter time off for a single employee or multiple employees at once. This is especially handy for entering time off for a companywide holiday.

How to select team members time off.

Is there an approval process when an administrator or manager enters time off for someone else?

No, when an administrator or manager enters time off for someone else, the entry is approved automatically. Want an approval process for managers? Revisit Scenario 4 above. 

Can team members enter time off from their mobile phones? 

Of course! No matter which time-off option you enable for your team members, they can enter time off from the TSheets app. Administrators and managers can only enter time off for themselves, and not others, using their mobile phones. 

Notifications

Will I be notified when a worker enters time off? 

Yes! Administrators and managers get an email notification or a push notification from the TSheets app to their mobile device. They can also select their preferred notification from their TSheets Profile. Administrators can change notification settings for everyone from Company Settings

Does the notification change based on how someone enters time off? 

No. Administrators and managers will get notified whether someone enters time off via the TSheets mobile app or web dashboard.

Time off request notification.

View balances 

Let’s start by introducing the two terms you’ll see in the Time Off tool.

Current balance: Think of this as the as-of-today balance.

  • Any hours from existing time-off timesheets have been deducted.
  • Time-off hours that do not have a timesheet have not been deducted.
  • Future accruals have not been added.

Administrators and managers with permission can view workers’ current balances in the Accruals Ledger.

Team members can view current balances by downloading the report from View all in Time Off.

 

Available balance: This is a predicted bank of hours on a given date that includes future time off and accruals. 

  • Any hours from existing time-off timesheets have been deducted.
  • All future time-off hours have been deducted. 
  • Time-off hours accrued between now and when the time off occurs have been added. 

Administrators and managers with permission can view workers’ available balances in the Time Off list. They can also see available balances in the Time Off panel when entering time-off hours for others.

Team members can view their available balances in the Time Off list. They can also see available balances in the Time Off panel when entering time-off hours. Workers can also select View all and use the balances too to see future balances.

Show time off balance.

Why is the current balance in the Accruals Ledger different from the available balance in the Time Off tool? 

The ledger will only show the current balance and does not take into account future accruals or calculations. The available balance shows a predicted future balance based on your accrual policy. 

Is a timesheet created when someone submits time off for approval? 

It depends on the accrual type for the time-off code. TSheets creates a time-off timesheet immediately for most time-off codes. These include codes that don’t accrue hours, those with manual accruals, and those with yearly accruals. 

For time-off codes that accrue time off by hours worked or by pay period, TSheets creates the time-off timesheet in the pay period where the time off occurs. Let’s say it’s March, and a team member enters time off for July. TSheets creates the timesheet in the pay period that the time-off date falls within. 

Learn more about accruals.

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