diff --git a/content/applications/hr/time_off/allocations.rst b/content/applications/hr/time_off/allocations.rst index 8a01937a2..1453ef907 100644 --- a/content/applications/hr/time_off/allocations.rst +++ b/content/applications/hr/time_off/allocations.rst @@ -11,6 +11,8 @@ Off Officer* or *Administrator* access rights for the **Time Off** application. on access rights, refer to the :doc:`access rights <../../general/users/access_rights/>` documentation. +.. _time_off/allocation-form: + Allocate time off ================= @@ -19,7 +21,7 @@ Allocations`. This presents a list of all current allocations, including their respective statuses. -Click :guilabel:`New` to allocate time off, and a blank allocation form appears. +Click :guilabel:`New` to allocate time off, and a blank :guilabel:`Allocation` form appears. After entering a name for the allocation on the first blank field of the form, enter the following information: @@ -74,28 +76,60 @@ information: - :guilabel:`Allocation`: Enter the amount of time that is being allocated to the employees. This field displays the time in either :guilabel:`Hours` or :guilabel:`Days`, depending on how the selected :ref:`Time Off Type ` is configured. -- :guilabel:`Mode`: Using the drop-down menu, select how the allocation is assigned. This selection - determines who receives the time off allocation. The options are :guilabel:`By Employee`, - :guilabel:`By Company`, :guilabel:`By Department`, or :guilabel:`By Employee Tag`. - - Depending on what is selected for the :guilabel:`Mode`, the field beneath :guilabel:`Mode` is - labeled either: :guilabel:`Employees`, :guilabel:`Company`, :guilabel:`Department`, or - :guilabel:`Employee Tag`. - - Using the drop-down menu, indicate the specific employees, company, department, or employee tags - receiving this time off. - - Multiple selections can be made for either :guilabel:`Employees` or :guilabel:`Employee Tag`. - - Only one selection can be made for the :guilabel:`Company` or :guilabel:`Department`. - :guilabel:`Add a reason...`: If any description or note is necessary to explain the time off allocation, enter it in this field at the bottom of the form. .. image:: allocations/new-allocation.png - :align: center :alt: A new allocation form with all the fields filled out for the annual two week vacation granted to all employees. +Multiple Allocations +-------------------- + +When allocating time off, it is common to allocate time to several employees at once. This is done +using the :guilabel:`Multiple Requests` feature. + +To allocate time to multiple employees in a single allocation, navigate to :menuselection:`Time Off +app --> Management --> Allocations`. Then, click the :icon:`fa-gear` :guilabel:`(Actions)` icon in +the upper-left corner, then click :icon:`fa-users` :guilabel:`Multiple Requests`. This reveals a +:guilabel:`Multiple Requests` pop-up window. + +This form is identical to the :guilabel:`Allocation` form, with an additional :guilabel:`Mode` +field. The :guilabel:`Mode` field determines how multiple employees are selected. + +Using the drop-down menu, select one of the following :guilabel:`Modes`: + +- :guilabel:`By Employee`: This option allows for the selection of multiple individual employees + that are unrelated in terms of department, company, or tags. Selecting this reveals an + :guilabel:`Employees` field. Select the employees to receive the allocation in the + :guilabel:`Employees` field. There is no limit to the amount of employees that can be selected. +- :guilabel:`By Company`: This option allows for the selection of all employees within a specific + company. Selecting this reveals a :guilabel:`Company` field. Select the :guilabel:`Company` to + assign the allocation to. Only one company can be assigned in the :guilabel:`Company` field. When + a company is selected, *all* employees within the company receive the allocation. +- :guilabel:`By Department`: This option allows for the selection of all employees within a specific + department. Selecting this reveals a :guilabel:`Department` field. Select the + :guilabel:`Department` to assign the allocation to. Only one department can be assigned in the + :guilabel:`Department` field. When a department is selected, *all* employees within the department + receive the allocation. +- :guilabel:`By Employee Tag`: This option allows for the selection of all employees with a specific + tag. Selecting this reveals an :guilabel:`Employee Tag` field. Select the desired + :guilabel:`Employee Tag` to select all employees with that tag. Only one tag can be assigned in + the :guilabel:`Employee Tag` field. When a tag is selected, *all* employees with that tag receive + the allocation. + +Next, select the :guilabel:`Time Off Type` using the drop-down menu. Once a :guilabel:`Time Off +Type` is selected, the placeholder name, 'Allocation Request', changes to the name of the selected +:guilabel:`Time Off Type`, including the amount of days. Change the name of the allocation, if +desired. + +Fill out the remainder of the :ref:`Multiple Requests form `, then click +:guilabel:`Create Allocations` when done. + +.. image:: allocations/multiple-requests.png + :alt: An allocation request form filled out for sick time for all employees within the sales + department. + .. _time_off/request-allocation: Request allocation @@ -120,7 +154,7 @@ Enter the following information on the new allocation request form: - :guilabel:`Time Off Type`: Select the type of time off being requested for the allocation from the drop-down menu. After a selection is made, the title updates with the time off type. - :guilabel:`Validity Period`: By default, the current date populates this field, and it is **not** - able to be modified. This field **only** appears when requesting an allocatoin from the + able to be modified. This field **only** appears when requesting an allocation from the :guilabel:`My Allocations` view (:menuselection:`Time Off --> My Time --> My Allocations`). - :guilabel:`Allocation`: Enter the amount of time being requested in this field. The format is presented in either :guilabel:`Days` or :guilabel:`Hours`, depending on how the :guilabel:`Time @@ -137,6 +171,5 @@ automatically saved as it is entered. However, the form can be saved manually at clicking the :icon:`fa-cloud-upload` :guilabel:`(cloud upload)` icon. .. image:: allocations/allocation-request.png - :align: center :alt: An allocation request form filled out for an employee requesting an additional week of sick time. diff --git a/content/applications/hr/time_off/allocations/multiple-requests.png b/content/applications/hr/time_off/allocations/multiple-requests.png new file mode 100644 index 000000000..3b34f88ec Binary files /dev/null and b/content/applications/hr/time_off/allocations/multiple-requests.png differ diff --git a/content/applications/hr/time_off/allocations/new-allocation.png b/content/applications/hr/time_off/allocations/new-allocation.png index ea69f6455..ac38c86fa 100644 Binary files a/content/applications/hr/time_off/allocations/new-allocation.png and b/content/applications/hr/time_off/allocations/new-allocation.png differ