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Submit and edit time off and view Time Off Calendar

Updated

Available for the following HR classic plans: Standard, Premium, Platinum 
Available for the following user access levels: Employee, Manager, Admin

It is crucial for employees to be able to request time off as easily and efficiently as possible. This ensures that managers and colleagues have full visibility of both schedules and any planned time off dates.

This article explains how to use the Time Off feature and its calendar, allowing employees to submit time off requests, view their statuses, and track their overall submission history.

Helpful Hint

You can sync your time off requests with your calendar automatically. 

Manage time off

Submit my time off request

The total hours taken for each day will depend on the employment settings that your company has set. Part-time employees will need to check the auto-populated value for each day to make sure their time off request displays their correct hours.

Helpful Hint

You can apply for future time off and check your accrued balance even if you have not yet accrued enough time off. The platform treats this as projected time off but does not factor in pending requests.

Additionally, you can request half-day time off alongside full-day and multiple-day options, with hours set at 50% of your standard work hours.

  1. Click Time on the main menu.
  2. Select Time Off from the submenu.
  3. Click the Create Time Off Request button.
  4. Complete the following fields:
    • Time Off category
    • From
    • To
  5. Click the Submit button.
View my time off balance
  1. Click Time on the main menu.
  2. Select Time Off from the submenu.
  3. Click the Create Time Off Request button.
  4. Click the Get latest time off balance button.
View my time off request

The ability to view a time off request is only available if the payroll platform has processed the request in a pay run and imported the pay stubs into the Employment Hero platform.

You can use the clock symbol to see the payroll status of the time off request. You can read more about the symbol by referring to the 'Definitions: Symbols' section in the Further Information section of this article.

  1. Click Time on the main menu.
  2. Select Time Off from the submenu.
  3. Click the Filter button.
  4. Filter your search based on:
    • Date Range
    • Time Off Category
    • Status
  5. Click the Search button.
  6. Click the Actions dropdown button.
  7. Click the View button.
  8. View the details of your time off request on the Time Off Request popup.
View my time off calendar

For users with access, the time off calendar is viewable to everyone in their organization. You can use it to search for and view both your own and your colleagues' approved and pending time off.

The calendar will only be visible to you as an employee if your employer has enabled it in their custom security settings.

  1. Click Time on the main menu.
  2. Select Time Off from the submenu.
  3. Scroll down to the bottom of the My Time Off Requests page to view the time off calendar section.
  4. Use the search and filter options to customize the time off calendar display.
  5. Refer to the displayed individual(s) and their time off dates in the calendar. (For privacy, only pending and approved time off dates are shown, but the reasons for the time off are not displayed.)
Add a time off request from the time off calendar as an employee
  1. Click Time on the main menu.
  2. Select My Time Off from the submenu.
  3. Scroll to the bottom of the screen to view your time off calendar.
  4. Hover over the day on which you wish to add a time off request.
  5. Click on the plus sign.
  6. Add the following details:
    • Time off type
    • From
    • Time off duration
    • To
    • Comment (optional)
    • File upload.
  7. Click on Submit in the bottom right-hand side of the pop-up window. 
Add a time off request from the time off calendar as a manager or admin
  1. On your Employment Hero dashboard, refer to your time off calendar.
  2. Hover your cursor over the day you want to add a time off request to.
  3. Click on the plus (+) button.
  4. Add the following details:
    • Who is this time off request for?
    • Personnel
    • Time off type
    • From
    • Time off duration
    • To
    • Comment (optional)
    • File upload.
  5. Click on Save or Approve in the bottom right-hand side of the pop-up window. 

Edit data

Edit my time off request

We recommend that you check with your employer before deleting any time off requests that they have already processed in a pay period. If the Actions button is not visible, this means you are unable to delete your time off request and will need to consult your employer for further assistance.

  1. Click Time on the main menu.
  2. Select Time Off from the submenu.
  3. Click the Actions dropdown button.
  4. Click the Edit button.
  5. Make the required changes.
  6. Click the Submit button.

Remove data

Delete my time off request

We recommend that you check with your employer before deleting any time off requests that they have already processed in a pay period. If the Actions button is not visible, this means you are unable to delete your time off request and will need to consult your employer for further assistance.

  1. Click Time on the main menu.
  2. Select Time Off from the submenu.
  3. Click the Actions dropdown button.
  4. Click the Delete button.
  5. Click the Delete button.

Further information

Definitions: Time off status
Pending Your time off is waiting on your manager to approve.
Approved Your manager has approved your time off.
Processing One of the two required managers has approved a two-level time off request.
Declined Your manager has rejected your time off request.
Definitions: Clock symbols
Created at Provides a timestamp of the time off request creation date.
Synced at Provides a timestamp of when the time off request tried to sync with Employment Hero Payroll.
Sync successful States whether the synchronization of the time off request between the Employment Hero platform and Employment Hero Payroll classic has been successful.
Edited at Provides a timestamp of the last edit done to the time off request after a previous Employment Hero Payroll synchronization attempt.
Definitions: Symbols
Icon.  Name.  Description. 
Blue clock Used for pending or declined time off requests that have not synchronized with Employment Hero Payroll classic.
Green clock Used for approved time off requests that have synchronized with Employment Hero Payroll classic.
Red clock Used for approved time off requests that have not synchronized with Employment Hero Payroll classic.
Orange clock Used for pending, approved, or declined time off requests that have had changes made to them after being synchronized with Employment Hero Payroll classic.
Airplane You can use the Airplane symbol to see if a time off request includes statutory holiday. The Airplane symbol will only show next to approved time off requests.
Message This means the employee has left a note regarding this time off request.
Download This means the employee has attached a file to this time off request.
Exclamation Used to alert an Admin that the employee has entered time off hours for a statutory holiday.

Frequently asked questions

Can I apply for time off if I do not have a positive time off balance?
You can still apply for future time off even if you have not accrued enough. The platform will accommodate the request as projected time off, but it does not consider pending time off requests in this calculation.
Why can I not see a time off type I am meant to have?
It is best to check this with your employer. Employers, depending on the payroll connection type, can hide certain time off types. If you believe this is a mistake, let your employer know.
Why is my Outlook calendar displaying the wrong time off dates?

There is an occasional issue where external calendar invites in Microsoft Outlook show the wrong date, meaning it is inconsistent with the time off submitted in your Employment Hero platform.

Clicking on and opening the calendar invite often corrects the date display in Outlook.

This issue is due to how Outlook handles .ics calendar invites. As this is an Outlook-specific issue, we recommend contacting Outlook support directly if further assistance is required.

Why can I not view all my time off balances?
It is best to check this with your employer. Employers, depending on the payroll connection type, can hide certain time off balances. If you believe this is a mistake, let your employer know.

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