Managing time off for your team

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Collections: Leave Management.

Written by Melissa Spillett

Last modified on

August 6th 2024

With Jibble’s employee vacation tracker, you can easily manage time off for your employees by adding time off and taking actions on time off requests directly in Jibble. This article includes information that’s relevant to Owners, Admins and Managers. 

Before you get started with adding or reviewing time off, be sure you have created time off policies for your team. 

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
  • Bulk operations for time off requests

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Time off permissions

Role	Permissions
Owner/Admin	Owners/Admins can: View time off requests of all members Add time off for all members  Take actions on time off requests for all members  Add time off and take actions on their own time off requests View leave balances for all team members (Premium and Ultimate only) Add/deduct leave balances for all team members (Premium and Ultimate only)
Manager	Managers can: View time off requests of their managed members Add time off for their managed members Take actions on time off requests for their managed members Add time off for themselves, however, only an Owner or Admin can take actions on their time off requests
Member	Members can: View their own time off requests Request time off for themselves (Premium and Ultimate only)

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Adding time off

When adding time off, you will be able to see the total number of leave days a member has remaining based on the entitled amount set for the time off policy.

1. Go to Time Off from the left navigation menu. 
2. Click on the Add Time Off button.
3. The Add Time Off sidebar will appear from the right of the screen.
4. Fill in the required information for your member’s time off:
   
   • Select the member you want to add a time off for
   • Select a time off policy for the employee’s leave type
   • Select the days or number of hours of time off
     Note: Unit type is dependent on the time off policy created.
   • If the employee is taking a full day off (or days off), select the start date and end date
   • If the employee is taking a number of hours off, select the start date, start time and end time 
   • If required, add a reason or note for the employee’s time off.
     Note: Time off taken by Hours can only be added for up to 24 hours.
5. Click Save.
6. The time off added for your team member will now be added to the time off overview.
   Note: All time off requests will be in pending state by default until an action is taken. Leave balances will be deducted for pending time off requests.

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Reviewing time off

All time off requests will be displayed in the time off overview. 

The actions that can be taken on time off requests are as follows:

• Edit pending time off requests
• Approve pending time off requests
• Reject pending time off requests
• Cancel approved time off requests

Editing time off requests:

❗Important: Only time off requests that are in pending state can be edited. 

1. Go to Time Off.
2. Use the search field to search for a team member or filter time off by date, policies and statuses to narrow your results.
3. Click on the pencil icon for the time off you wish to edit.
4. Fill in the required information for your member’s time off.
5. Click Save.
   Note: Team members of all roles will be able to edit their own pending time off request.

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Approving time off requests:

❗Important: Only time off requests that are in pending state can be approved. 

1. Go to Time Off.
2. Use the search field to search for a team member or filter time off by date, policies and statuses to narrow your results.
3. Click on the green approve button for the time off you wish to approve.
4. Confirm your action in the prompt.
5. The time off request will now have the approved status.
   

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Rejecting time off requests:

❗Important: Only time off requests that are in pending state can be rejected. 

1. Go to Time Off.
2. Use the search field to search for a team member or filter time off by date, policies and statuses to narrow your results.
3. Click on the red reject button for the time off you wish to reject.
4. Confirm your action in the prompt.
5. The time off request will now have the rejected status.
   

Note: If an entitlement amount has been set for the time off policy, leave balances will be reverted upon rejecting a time off request.

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Cancelling approved time off requests:

❗Important: Only time off requests that are in approved state can be cancelled by Approvers. Approvers will be able to cancel approved time off requests of their team members while members will only be able to cancel their own pending time off requests.

1. Go to Time Off.
2. Use the search field to search for a team member or filter time off by date, policies and statuses to narrow your results.
3. Click on the X icon for the approved time off you wish to cancel.
4. Confirm your action in the prompt.
5. The time off request will now have the cancelled status.
   

Note: If an entitlement amount has been set for the time off policy, leave balances will be reverted upon cancelling a time off request.

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Bulk operations for time off requests

For quick and easy approvals, you can manage time off requests in bulk. Note that bulk operations are only applicable to time off requests with identical actions.

Tip 💡:  Filter time off requests by status and bulk select requests for simultaneous actions.

1. Go to Time Off > Overview.
2. Select the checkboxes next to the requests.Note: Bulk operations can only be performed for time off requests with identical actions. If you select requests with different actions, you will not be able to perform bulk operations.
3. Depending on the status of the requests, you will see different action buttons on the top right corner.
   • Pending -> Approve or Reject
   • Approved -> Cancel
   • Rejected and Cancelled requests cannot be selected as no further actions can be performed.
4. Click on the appropriate action and tap on Confirm.