Mobile App: Managing time off for your team

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Collections: Mobile Time Tracking.

Written by Michaera

Last modified on

November 5th 2024

Jibble’s leave tracking software makes it simple to manage time off by adding and reviewing time off requests directly within the mobile app. This article is a relevant guide for Owners, Admins, and Managers.

Ensure that you have created time off policies before you start adding or reviewing your team’s time off. 

This guide includes:

• Time Off Permissions
• Adding Time Off
• Reviewing Time Off
  • Editing Time Off Requests
  • Approving Time Off Requests
  • Rejecting Time Off Requests
  • Cancelling Time Off Requests

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Time Off Permissions

Role	Permissions
Owner/Admin	View all team members’ time off requests Add time off for any team member, including themselves Take action on time off requests for any team member, including their own requests View leave balances for all members (Premium and Ultimate plans only) Add/deduct leave balances for all members (Premium and Ultimate plans only)
Manager	View time off requests submitted by their managed members only Add time off requests for their managed members only Take action on time off requests for their managed members only Add time off for themselves, but only Owners/Admins are allowed to take action on their requests View their managed members’ leave balance
Member	View their own submitted time off requests View their own leave balance (Premium and Ultimate plans only) Request time off for themselves (Premium and Ultimate plans only)

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Adding Time Off

Before adding time off for a member, you can view their total leave balance on the Time Off page under the Leave Balance tab.

1. Go to Menu > Time Off.
2. Tap the Add time off button located at the bottom of the page.
3. Complete the following details to add your member’s time off:
   • Choose the member whom you wish to add time off for
   • Choose a time off policy
   • Decide on the days or hours of time off
     Note: The unit type depends on the time off policy selected.
   • If a member takes a full day off, input a start and end date
   • If the unit type is in days, a half day option can be chosen, and a time range can be selected
   • If a member takes a number of hours off, input the date, start time, and end time
   • If necessary, provide a reason or note for the member’s time off
     Note: Hourly time off can only be added for a maximum of 24 hours.
4. Tap Save.
5. The time off overview will now include the time off that you have added for your team member.

Note: Until an action is taken, all requests for time off will remain in pending state by default. Pending time off requests will be deducted from leave balances. 

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Reviewing Time Off

Time off requests that have been submitted will appear in the time off overview.

Owners, admins, and managers can take the following actions on pending requests:

• Editing Time Off Requests
• Approving Time Off Requests
• Rejecting Time Off Requests
• Cancelling Time Off Requests

Editing Time Off Requests:

Important❗: You can only edit time off requests that are still pending.

1. Go to Menu > Time Off.
2. Make sure you are on the Overview tab.
3. Search for a member or narrow down your results using the filters located on the top right corner of the page. You can filter the requests by dates, policies, and statuses.
4. Tap on the time off request you’d like to edit and tap on the pencil icon on the top right.
5. Make the necessary changes to your member’s time off request. 
6. Once done, tap Save.

Note: All team members, regardless of their roles, have the ability to modify their own pending time off request.

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Approving Time Off Requests:

Important❗: You can only approve time off requests that are still pending.

1. Go to Menu > Time Off.
2. Make sure you are on the Overview tab.
3. Search for a member or narrow down your results using the filters located on the top right corner of the page. You can filter the requests by dates, policies, and statuses.
4. Tap on the time off request you’d like to approve and tap Approve.
5. Alternatively, you can swipe left on the request from the overview tab and tap on Approve.
6. A prompt will appear to confirm your action.
   
7. The time off request will now be updated to Approved.
   

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Rejecting Time Off Requests:

Important❗: You can only reject time off requests that are still pending.

1. Go to Menu > Time Off.
2. Make sure you are on the Overview tab.
3. Search for a member or narrow down your results using the filters located on the top right corner of the page. You can filter the requests by dates, policies, and statuses.
4. Tap on the time off request you’d like to reject and tap Reject.
5. Alternatively, you can swipe left on the request from the overview tab and tap on Reject.
6. A prompt will appear to confirm your action.
   
7. The time off request will now be updated to Rejected.
   

Note: Leave balances will be restored after rejecting a request for time off policies that have a set entitlement amount.

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Cancelling Time Off Requests:

Important❗: Members will only be able to cancel their own pending time off requests, while Approvers will only be able to cancel approved time off requests of other team members. 

1. Go to Menu > Time Off.
2. Make sure you are on the Overview tab.
3. Search for a member or narrow down your results using the filters located on the top right corner of the page. You can filter the requests by dates, policies, and statuses.
4. Tap on the time off request you’d like to view and tap Cancel request.
5. A prompt will appear to confirm your action.
   
6. The time off request will now be updated to Cancelled.
   

Note: Leave balances will be restored after canceling a request for time off policies that have a set entitlement amount.

Important❗️: Bulk operations for time off requests can be managed via Jibble’s web app. Read more on bulk operations for time off requests.