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      How to use Leave Tracking in Time Doctor

       

       

      Note: Leave Tracking is available with Standard and Premium Time Doctor Subscription Plans. 

       


      Prerequisites

       

      Leave time is managed using the Schedules feature.

       

      How does it work?

       

      The main purpose of Leave Tracking is to better report on attendance and eliminate false alarms when employees on planned leave don’t track time using the Time Doctor desktop or silent application.

       

      Time Doctor supports two kinds of leave time – paid and unpaid:

      • Paid leave time is included in Total Time for Payroll and Hours Tracked.
      • Unpaid leave time is NOT included in Total Time for Payroll and Hours Tracked.
      • Users on leave (paid or unpaid) are
        • Excluded from all notifications about employees who are absent or tracked no/too little time.
        • Shown as “On Leave” in the Reports / Attendance page.

       

      When Leave Approvals are enabled (see details below), regular users can submit time off requests for approval, simplifying the management of leave time within the organization

       

      How to Setup Leave Time


      To allow users to request leave time, Admins must enable the option: Allow regular users to request leave time in schedules under Settings / Company Settings, then select the Permissions section.

       

      Permission

       

      How to Request Leave Time

      • Users can request time off by navigating to the Settings / Schedules page.
      • Users can Create, Edit, or Delete Leave requests if necessary. 
        • If a user edits an Approved Leave, the request will return to a "Pending approval" state, requiring manager approval again.
      • When requesting time off on a day with scheduled shifts, users must select the shift they want to take as leave time.

       

      paid_leave

      unpaid_leave

      leave1

      How to Approve Leave Time?

      • Managers and Admins receive approval requests for leave time on the Approvals page.
      • Managers and Admins can approve or disapprove time off requests based on their discretion.
      • Once approved, leave time is added to the user's Settings / Schedules page automatically.
      • Disapproved requests can be approved later by Admins and Managers.

       

      leave_approval-1

       

      Managers, Admins, Owner

       

      These roles (managers only, if allowed in Settings) can create or edit leave time in the same way as shifts on the Settings / Schedules page:

       

      To Add, Edit, or Delete a Leave, hover over a day that does not have any scheduled item to see a plus icon for adding shift / leave, or hover over existing leave to see icons for editing or deleting the leave to appear. Admins can also do bulk deletes of Leaves.

       

      An alternative method is setting up Schedules via CSV import. Admins can upload a CSV file that adds both Shifts and Leaves:

      • Include a paid leave using a CSV by simply adding -1 after the time established for the leave.
      • Similarly, add -2 for unpaid leave.

       

      For example, in the CSV, right in the cell of a specific user and a specific day, add a paid leave from 9 am to 5 pm by entering this value: 0900-1700-1

       

      Several examples of how to add Leaves are available by clicking View more on the right side of the CSV pop-up.

       

      Properties of Leave Time in Time Doctor

      • Paid Leave time is included in Total Time for Payroll and Hours Tracked. (Unpaid leave time is not.)
      • The user's status during leave time is marked as "On Leave" in the Report / Attendance page.

       

      attendance_leave

       

      • Users on leave (paid or unpaid) are excluded from all notifications about employees who are absent or tracked as having no / too little time.
      • Leave time can only be added, modified, or deleted from the Settings / Schedules page. (However, if the user tracks time using Time Doctor during their leave time, the leave time will get overwritten by the computer time. The same behavior applies to manual and break time.)
      • Leave time is marked in purple in various reports like Activity Summary, Hours Tracked, or Timeline. Paid and unpaid leave are distinguished by an icon.
      • Leave time will be visible on the Edit Time page as a read-only item.

       

      leave5

       

      To provide managers with easy access to their team's time off, a simple widget is available on the User dashboard. This widget displays approved past time off for the user, helping managers track their team's time off effectively.

       

      dashboard_leave

      Should there be any inconsistencies or concerns regarding this article, contact support@timedoctor.com for prompt assistance.