Getting Started

1. You must first sign up and create your organization profile.
2. Optionally, you may create groups to organize employees.
3. Add your employee profile(s).
4. Add a Time-Off entry whenever an employee takes one.
5. Easily view employee time-off taken and remaining.
6. Save a report that can be printed for the employee.

Sounds simple, right? Give it a try.

User Types

Registered users are administrators for an organization. These users may have access restrictions which are set by another user.

Access roles for organization users are as follows:

• OWNER - This user is the creator of the organization.
• ADMIN - This user is an administrator of the organization.
• EDIT ALL - This user can view & edit all records, but not organization settings.
• VIEW ALL - This user can view all records but cannot edit any data.
• GROUP ONLY - This user is restricted to specific group(s). Group-level access can be View-Only or Edit.

Groups

Groups allow the organization employee listings to be separated into categories, such as "Clerical", "Custodians", "Service Techs", etc. This allows for easier management and provides additional restrictions for administrators at a group level.

For instance, the Custodial Supervisor could have GROUP ONLY access for the Custodial group. At the group access level, said supervisor could have either VIEW ONLY or EDIT ALL access, depending on whether they need to modify employee records or simply view them. They cannot view other organization employee data outside of their permissioned group.

When a user creates an orgaization, they become the OWNER. They can then invite other users by providing the invitee's emaill address and specifying a role.

OWNER & ADMIN roles are essentially identical. They have full permissions and can invite other users.

EDIT ALL allows for a user to modify all of the organization's employee data, but they cannot invite other users.

Types of Time-Off

Currently, the following categories are available:

• Sick Days
• Vacation Days
• Personal Days
• Holidays (floating-type, employee's choice)
• Other
• PTO Hours (Paid-Time-Off)
• Comp Hours (Compensation Time)

Each category can be hidden via the organization settings, so you are only showing the ones used by your organization. Administrators can also choose whether each category can "rollover" into the following year, for time-off that can be accumulated.

For each employee, administrators can specify a quantity for each category that the employee receives each year. For instance, X number of Sick Days, X number of Personal Days, etc.

Reports

You can generate a printable PDF report for each employee. There are currently 2 types of reports, Summary and Detail.

The summary report provides totals from the preceeding year, current year-start and currently available Time-Off, in addition to a breakdown of time taken for each category (sick, vacation, PTO, etc.). The breakdown includes sums for each category as well as dates.

The detail report provides a summary of year-start and current time-off, as well as a detailed list of each time-off record.

Reports can be downloaded by an administrator or sent via email directly to the employee.

Batching reports provides the ability to generate reports (to email or download) for multiple employees at once. For organizations with a large number of employees, this saves considerable time but it also requires considerable processing power for our servers (report generation is resource intensive, go figure). Our solution performs this task in the background, gradually to prevent overloads. If you opt to email batched reports, they are sent as the task processes. If you opt to download a file, it will be available to download once the task has completed.

Optionally, for downloadable files containing multiple reports, you can choose to collate (pages are sequential based on employee) or not (pages are sequential based on report type).

Year-To-Year

This system logs the time-off each employee has at the start and end of every year. When a year transitions into the following year, the employee's alloted time-off is automatically factored based on the yearly time-off specified along with the rollover settings for the organization. At this time, manual "closeouts" are required to ensure that the administrators can verify the recordkeeping. Closeouts may only be done in the final month and first month of a year.

Batching closeouts provides the ability to closeout multiple employees all at once. This especially useful for organizations with a large number of employees.

Limitations & Future Features

One limitation that is a planned feature for future release is more frequent PTO-Hours increase. As an example, some companies may grant a certain number of PTO Hours per week or month, based on the employees schedule. Currently, this requires an administrator to manually add these increases.

Another planned feature is batch-reports where all employee reports can be generated collectively.