963 lines
47 KiB
ReStructuredText
963 lines
47 KiB
ReStructuredText
========
|
|
Time Off
|
|
========
|
|
|
|
Odoo's *Time Off* application serves as a centralized hub for all time-off-related information. This
|
|
application manages requests, balances, allocations, approvals, and reports.
|
|
|
|
Users can :ref:`request time off <time_off/request-time-off>`, and see an overview of their requests
|
|
and time off balances. Managers can :ref:`allocate time off <time_off/allocate>` to individuals,
|
|
teams, or the whole company, and :ref:`approve time off requests <time_off/manage-time-off>`.
|
|
|
|
Detailed :ref:`reports <time_off/reporting>` can be run to see how much time off (and what kinds of
|
|
time off) are being used, :ref:`accrual plans <time_off/accrual-plans>` can be created, and
|
|
:ref:`public holidays <time_off/public-holidays>` can be set.
|
|
|
|
.. note::
|
|
Be advised, only users with specific access rights can see all aspects of the *Time Off*
|
|
application.
|
|
|
|
All users can access the :guilabel:`My Time Off` and :guilabel:`Overview` sections of the *Time
|
|
Off* application. All other sections require specific access rights.
|
|
|
|
To better understand how access rights affect the *Time Off* application, refer to the
|
|
:doc:`employees/new_employee` document, specifically the section about configuring the work
|
|
information tab.
|
|
|
|
Configuration
|
|
=============
|
|
|
|
In order to allocate time off to employees, and for employees to request and use their time off, the
|
|
various time off types must be configured first, then allocated to employees (if allocation is
|
|
required).
|
|
|
|
.. _time_off/time-off-types:
|
|
|
|
Time off types
|
|
--------------
|
|
|
|
To view the currently configured time off types, navigate to :menuselection:`Time Off app -->
|
|
Configuration --> Time Off Types`. The time off types are presented in a list view.
|
|
|
|
The *Time Off* application comes with four pre-configured time off types: :guilabel:`Paid Time Off`,
|
|
:guilabel:`Sick Time Off`, :guilabel:`Unpaid`, and :guilabel:`Compensatory Days`. These can be
|
|
modified to suit business needs or used as-is.
|
|
|
|
Create time off type
|
|
~~~~~~~~~~~~~~~~~~~~
|
|
|
|
To create a new time off type, navigate to :menuselection:`Time Off app --> Configuration --> Time
|
|
Off Types`. From here, click the :guilabel:`New` button to reveal a blank time off type form.
|
|
|
|
Enter the name for the particular type of time off in the blank line at the top of the form, such as
|
|
`Sick Time` or `Vacation`. Then, enter the following information on the form.
|
|
|
|
.. note::
|
|
The only **required** fields on the time off type form are the name of the :guilabel:`Time Off
|
|
Type`, the :guilabel:`Take Time Off In`, and the :guilabel:`Kind of Time Off`. In addition, the
|
|
:guilabel:`Time Off Requests` and :guilabel:`Allocation Requests` sections **must** be
|
|
configured.
|
|
|
|
Time Off Requests section
|
|
*************************
|
|
|
|
- :guilabel:`Approval`: select what specific kind of approval is required for the time off type. The
|
|
options are:
|
|
|
|
- :guilabel:`No Validation`: no approvals are required when requesting this type of time off. The
|
|
time off request is automatically approved.
|
|
- :guilabel:`By Time Off Officer`: only the specified :ref:`Time Off Officer
|
|
<time_off/time-off-officer>`, set on this form in the :guilabel:`Notified Time Off Officer`
|
|
field, is required to approve the time off request. This option is selected by default.
|
|
- :guilabel:`By Employee's Approver`: only the employee's specified approver for time off, which
|
|
is set on the *Work Information* tab on the :ref:`employee's form <employees/work-info-tab>`, is
|
|
required to approve the time off request.
|
|
- :guilabel:`By Employee's Approver and Time Off Officer`: both the employee's :ref:`specified
|
|
time off approver<employees/work-info-tab>` and the :ref:`Time Off Officer
|
|
<time_off/time-off-officer>` are required to approve the time off request.
|
|
|
|
Allocation Requests section
|
|
***************************
|
|
|
|
- :guilabel:`Requires allocation`: if the time off must be allocated to employees, select
|
|
:guilabel:`Yes`. If the time off can be requested without time off being previously allocated,
|
|
select :guilabel:`No Limit`. If :guilabel:`No Limit` is selected, the following options do not
|
|
appear on the form.
|
|
- :guilabel:`Employee Requests`: select :guilabel:`Extra Days Requests Allowed` if the employee is
|
|
able to request more time off than was allocated.
|
|
|
|
If employees should **not** be able to make requests for more time off than what was allocated,
|
|
select the :guilabel:`Not Allowed` option.
|
|
|
|
.. example::
|
|
Ten days are allocated to the employee for this particular type of time off, and the
|
|
:guilabel:`Extra Days Requests Allowed` option is enabled. The employee wants to take a
|
|
vacation for twelve days. They may submit a request for two additional days, since the
|
|
:guilabel:`Extra Days Requests Allowed` option is enabled.
|
|
|
|
.. important::
|
|
It is important to note that requesting additional time off does **not** guarantee that time
|
|
off is granted.
|
|
|
|
- :guilabel:`Approval`: select the type of approvals required for the allocation of this particular
|
|
time off type.
|
|
|
|
- :guilabel:`Approved by Time Off Officer` indicates the :ref:`Time Off Officer
|
|
<time_off/time-off-officer>` set on this form must approve the allocation.
|
|
- :guilabel:`No validation needed` indicates that no approvals are required.
|
|
|
|
Configuration section
|
|
*********************
|
|
|
|
.. _`time_off/time-off-officer`:
|
|
|
|
- :guilabel:`Notified Time Off Officer`: select the person who is notified and responsible for
|
|
approving requests and allocations for this specific type of time off.
|
|
- :guilabel:`Take Time Off in`: select the format the time off is requested in from the drop-down
|
|
menu.
|
|
|
|
The options are:
|
|
|
|
- :guilabel:`Day`: if time off can only be requested in full day increments (8 hours).
|
|
- :guilabel:`Half Day`: if time off can only be requested in half day increments (4 hours).
|
|
- :guilabel:`Hours`: if the time off can be taken in hourly increments.
|
|
|
|
.. _`time_off/deduct-extra-hours`:
|
|
|
|
- :guilabel:`Deduct Extra Hours`: enable this option if the time off request should factor in any
|
|
extra time accrued by the employee
|
|
|
|
.. example::
|
|
If an employee works two extra hours for the week, and requests five hours of time off, the
|
|
request would be for three hours, since the two extra worked hours are used first, and deducted
|
|
from the request.
|
|
|
|
- :guilabel:`Allow To Attach Supporting Document`: enable this option to allow the employee to
|
|
attach documents to the time off request. This is useful in situations where documentation is
|
|
required, such as long-term medical leave.
|
|
- :guilabel:`Kind of Time Off`: select from the drop-down menu the type of time off this is, either
|
|
:guilabel:`Worked Time` or :guilabel:`Absence`. :guilabel:`Worked Time` indicates that the time
|
|
off taken counts toward worked time for any type of accrual the employee is working towards,
|
|
whereas :guilabel:`Absence` does not count toward any type of accrual.
|
|
- :guilabel:`Company`: if multiple companies are created in the database, and this time off type
|
|
only applies to one company, select the company from the drop-down menu. If this field is left
|
|
blank, the time off type applies to all companies in the database. This field **only** appears in
|
|
a multi-company database.
|
|
|
|
Negative Cap section
|
|
********************
|
|
|
|
Enable the :guilabel:`Allow Negative Cap` option if employees are able to request more time off than
|
|
they currently have, allowing a negative balance. If enabled, an :guilabel:`Amount in Negative`
|
|
field appears. In this field, enter the maximum amount of negative time allowed, in days.
|
|
|
|
.. example::
|
|
Sara currently has three days of the time off type `Vacation`. She is planning a trip that
|
|
requires five days of time off.
|
|
|
|
The `Vacation` time off type has the :guilabel:`Allow Negative Cap` option enabled, and the
|
|
:guilabel:`Amount in Negative` is set to five.
|
|
|
|
These settings allow Sara to submit a request for five days of the `Vacation` time off type. If
|
|
approved, her `Vacation` time off balance will be negative two (-2) days.
|
|
|
|
.. image:: time_off/time-off-type-form-top.png
|
|
:align: center
|
|
:alt: The top half of the time off type form, with all the information filled out for sick time
|
|
off.
|
|
|
|
Payroll section
|
|
***************
|
|
|
|
If the time off type should create :doc:`../hr/payroll/work_entries` in the *Payroll* application,
|
|
select the :guilabel:`Work Entry Type` from the drop-down list.
|
|
|
|
Timesheets section
|
|
******************
|
|
|
|
.. note::
|
|
The :guilabel:`Timesheets` section only appears if the user is in developer mode. Refer to the
|
|
:ref:`developer-mode` document for details on how to access the developer mode.
|
|
|
|
When an employee takes time off, and is also using timesheets, Odoo creates entries in the
|
|
*Timesheets* application for the time off. This section defines how they are entered.
|
|
|
|
- :guilabel:`Project`: select the project that the time off type entries appear in.
|
|
- :guilabel:`Task`: select the task that appears in the timesheet for this time off type. The
|
|
default options are: :guilabel:`Time Off`, :guilabel:`Meeting`, or :guilabel:`Training`.
|
|
|
|
Display Option section
|
|
**********************
|
|
|
|
- :guilabel:`Color`: select a color to be used in the *Time Off* application dashboard.
|
|
- :guilabel:`Cover Image`: select an icon to be used in the *Time Off* application dashboard.
|
|
|
|
.. image:: time_off/time-off-type-form-bottom.png
|
|
:align: center
|
|
:alt: The lower half of the time off type form, with all the information filled out for sick time
|
|
off.
|
|
|
|
.. _time_off/accrual-plans:
|
|
|
|
Accrual plans
|
|
-------------
|
|
|
|
Some time off is earned through an accrual plan, meaning that for every specified amount of time an
|
|
employee works (hour, day, week, etc), they earn or *accrue* a specified amount of time off.
|
|
|
|
.. example::
|
|
If an employee accrues a vacation day for every week they work, they would earn 0.2 vacation days
|
|
for each hour they work. At the end of a forty hour work week, they would earn one whole vacation
|
|
day (8 hours).
|
|
|
|
Create accrual plan
|
|
~~~~~~~~~~~~~~~~~~~
|
|
|
|
To create a new accrual plan, navigate to :menuselection:`Time Off app --> Configuration --> Accrual
|
|
Plans`. Then, click the :guilabel:`New` button, which reveals a blank accrual plan form.
|
|
|
|
Enter the following information on the form:
|
|
|
|
- :guilabel:`Name`: enter the accrual plan name.
|
|
- :guilabel:`Accrued Gain Time`: select when the employee begins to accrue time off, either
|
|
:guilabel:`At the start of the accrual period` or :guilabel:`At the end of the accrual period`.
|
|
- :guilabel:`Carry-Over Time`: select when the employee received previously earned time. The options
|
|
are:
|
|
|
|
- :guilabel:`At the start of the year`: select this if the accrual rolls over on January 1 of the
|
|
upcoming year.
|
|
- :guilabel:`At the allocation date`: select this if the accrual rolls over as soon as time is
|
|
allocated to the employee.
|
|
- :guilabel:`Other`: select this option if neither of the other two options are applicable. When
|
|
selected, a :guilabel:`Carry-Over Date` field appears. Select the date using the two drop-down
|
|
menus, one for the day and one for the month.
|
|
|
|
- :guilabel:`Based on worked time`: enable this option if time off accrual is determined by the
|
|
employee's worked hours. Days **not** considered as worked time do **not** contribute to the
|
|
accrual plan in Odoo.
|
|
- :guilabel:`Milestone Transition`: this selection determines when employees move up to a new
|
|
milestone. If they qualify to change milestones in the middle of a pay period, select if the
|
|
employee changes milestones :guilabel:`Immediately` or :guilabel:`After this accrual's period`
|
|
(after the current pay period).
|
|
|
|
.. important::
|
|
The :guilabel:`Milestone Transition` field is **only** visible after a minimum of two
|
|
:ref:`rules <time_off/rules>` have been configured on the accrual plan.
|
|
|
|
- :guilabel:`Company`: using the drop-down menu, select the company the accrual plan applies to. If
|
|
left blank, the accrual plan can be used for all companies. This field only appears in a
|
|
multi-company database.
|
|
|
|
.. image:: time_off/accrual-plan-form.png
|
|
:align: center
|
|
:alt: An accrual plan form with all the entries filled out.
|
|
|
|
.. _time_off/rules:
|
|
|
|
Rules
|
|
*****
|
|
|
|
Rules must be created in order for employees to accrue time off from the accrual plan.
|
|
|
|
To create a new rule, click the :guilabel:`New Milestone` button in the gray :guilabel:`Rules`
|
|
section, and a :guilabel:`Create Milestone` modal form appears.
|
|
|
|
Fill out the following fields on the form:
|
|
|
|
- :guilabel:`Employee accrue`: select the parameters for earned time off in this section.
|
|
|
|
First, select either :guilabel:`Days` or :guilabel:`Hours` for the increment of accrued time using
|
|
the drop-down menu.
|
|
|
|
Next, enter the numerical amount of the selected parameter that is accrued. The numerical format
|
|
is `X.XXXX`, so that partial days or hours can also be configured.
|
|
|
|
Last, select how often the time is accrued using the drop-down menu. The default options are
|
|
:guilabel:`Hourly`, :guilabel:`Daily`, :guilabel:`Weekly`, :guilabel:`Twice a month`,
|
|
:guilabel:`Monthly`, :guilabel:`Twice a year`, and :guilabel:`Yearly`.
|
|
|
|
Depending on which option is selected, additional fields may appear. For example, if
|
|
:guilabel:`Twice a month` is selected, two additional fields appear, to specify the two days of
|
|
each month that the milestone occurs.
|
|
- :guilabel:`Cap accrued time`: if there is a maximum amount of days the employee can accrue with
|
|
this plan, enable this option.
|
|
|
|
When enabled, two additional fields appear beneath it. Select the type of time period from the
|
|
drop-down menu, either :guilabel:`Days` or :guilabel:`Hours`.
|
|
|
|
Then, enter a numerical value in the field to specify the maximum amount of time that can be
|
|
accrued.
|
|
- :guilabel:`Milestone reached`: enter the number and value of the time period that must pass before
|
|
the employee starts to accumulate time off. The first value is numerical; enter a number in the
|
|
first field.
|
|
|
|
Then, select the type of time period using the drop-down menu in the second field. The options
|
|
are: :guilabel:`Days`, :guilabel:`Months`, or :guilabel:`Years`.
|
|
- :guilabel:`Carry over`: select how any unused time off is handled. The options are either:
|
|
|
|
- :guilabel:`None. Accrued time reset to 0`: any unused time off is gone.
|
|
- :guilabel:`All accrued time carried over`: all unused time off is rolled over to the next
|
|
calendar year.
|
|
- :guilabel:`Carry over with a maximum`: unused time off is rolled over to the next calendar year,
|
|
but there is a cap. An :guilabel:`Up to` field appears if this is selected. Enter the maximum
|
|
number of :guilabel:`Days` that can roll over to the following year. Any time off beyond this
|
|
parameter is lost.
|
|
|
|
Once the form is completed, click :guilabel:`Save & Close` to save the form and close the modal, or
|
|
click :guilabel:`Save & New` to save the form and create another milestone. Add as many milestones
|
|
as desired.
|
|
|
|
.. image:: time_off/milestone.png
|
|
:align: center
|
|
:alt: A milestone form with all the entries filled out.
|
|
|
|
.. _time_off/public-holidays:
|
|
|
|
Public holidays
|
|
---------------
|
|
|
|
To observe public or national holidays, and provide extra days off as holidays to employees,
|
|
configure the observed *public holidays* in Odoo.
|
|
|
|
It is important to configure these days in Odoo, so employees are aware of the days they have off,
|
|
and do not request time off on days that are already set as a public holiday (non-working days).
|
|
|
|
Additionally, all public holidays configured in the *Time Off* app are also reflected in any app
|
|
that uses working schedules, such as *Calendar*, *Planning*, *Manufacturing*, and more.
|
|
|
|
Due to Odoo's integration with other apps that use working schedules, it is considered best practice
|
|
to ensure *all* public holidays are configured.
|
|
|
|
Create public holiday
|
|
~~~~~~~~~~~~~~~~~~~~~
|
|
|
|
To create a public holiday, navigate to :menuselection:`Time Off app --> Configuration --> Public
|
|
Holidays`.
|
|
|
|
All currently configured public holidays appear in a list view.
|
|
|
|
Click the :guilabel:`New` button, and a new line appears at the bottom of the list.
|
|
|
|
Enter the following information on that new line:
|
|
|
|
- :guilabel:`Name`: enter the name of the holiday.
|
|
- :guilabel:`Company`: if in a multi-company database, the current company populates this field by
|
|
default. It is not possible to edit this field.
|
|
|
|
.. note::
|
|
The :guilabel:`Company` field is hidden by default. To view this field, click the two dots in
|
|
the top-right corner of the list, to the far-right of the column titles, and activate the
|
|
:guilabel:`Company` selection from the drop-down menu that appears.
|
|
|
|
- :guilabel:`Start Date`: using the date and time picker, select the date and time that the holiday
|
|
starts. By default, this field is configured for the current date. The start time is set according
|
|
to the start time for the company (according to the :ref:`working schedules
|
|
<payroll/working-times>`). If the user's computer is set to a different time zone, the start time
|
|
is adjusted according to the difference in the time zone, compared to the company's time zone.
|
|
- :guilabel:`End Date`: using the date and time picker, select the date and time that the holiday
|
|
ends. By default, this field is configured for the current date, and the time is set to the end
|
|
time for the company (according to the :ref:`working schedules <payroll/working-times>`). If the
|
|
user's computer is set to a different time zone, the start time is adjusted according to the
|
|
difference in the time zone, compared to the company's time zone.
|
|
|
|
.. example::
|
|
A company located in San Francisco operates from 9:00 AM - 6:00 PM, with an eight hour work day
|
|
and one hour lunch break.
|
|
|
|
For a user in New York, with a computer time zone set to Eastern Standard Time, a created
|
|
public holiday displays a start time of 12:00 PM - 9:00 PM, accounting for the three hour time
|
|
zone difference.
|
|
|
|
Similarly, a user located in Los Angeles, with a computer time zone set to Pacific Standard
|
|
Time, sees a public holiday time as 9:00 AM - 6:00 PM.
|
|
|
|
- :guilabel:`Working Hours`: if the holiday should only apply to employees who have a specific set
|
|
of working hours, select the working hours from the drop-down menu. If left blank, the holiday
|
|
applies to all employees.
|
|
- :guilabel:`Work Entry Type`: if using the *Payroll* application, this field defines how the
|
|
:ref:`work entries <payroll/work-entries>` for the holiday appear. Select the work entry type
|
|
from the drop-down menu.
|
|
|
|
.. image:: time_off/holidays.png
|
|
:align: center
|
|
:alt: The list of public holidays in the configuration menu.
|
|
|
|
Mandatory days
|
|
--------------
|
|
|
|
Some companies have special days where specific departments, or the entire staff, is required to be
|
|
present, and time off is not allowed on those specific days.
|
|
|
|
These types of days are called *mandatory days* in Odoo. These can be configured to be company-wide,
|
|
or department specific. When configured, employees in the specified department or company are unable
|
|
to submit time off requests for these mandatory days.
|
|
|
|
Create mandatory days
|
|
~~~~~~~~~~~~~~~~~~~~~
|
|
|
|
No mandatory days are configured in Odoo by default. To create a mandatory day, navigate to
|
|
:menuselection:`Time Off app --> Configuration --> Mandatory Days`.
|
|
|
|
Click the :guilabel:`New` button in the top-left corner, and a blank line appears in the list.
|
|
|
|
Enter the following information on that new line:
|
|
|
|
- :guilabel:`Name`: enter the name of the mandatory day.
|
|
- :guilabel:`Company`: if in a multi-company database, this field is visible, and the current
|
|
company populates this field by default. Using the drop-down menu, select the company the
|
|
mandatory day is for.
|
|
- :guilabel:`Departments`: this column is hidden by default. First, click the :guilabel:`(optional
|
|
columns)` icon in the top-right corner, next to :guilabel:`Colors`, and then click the checkbox
|
|
next to :guilabel:`Departments` to reveal that column.
|
|
|
|
Next, select the desired departments from the drop-down menu. Multiple departments can be
|
|
selected, and there is no limit to the amount of departments that can be added.
|
|
|
|
If this field is left blank, the mandatory day applies to the entire company.
|
|
- :guilabel:`Start Date`: using the calendar picker, select the date the mandatory day starts.
|
|
- :guilabel:`End Date`: using the calendar picker, select the date the mandatory day ends. If
|
|
creating a single mandatory day, the end date should be the same as the start date.
|
|
- :guilabel:`Color`: if desired, select a color from the available presented options. If no color is
|
|
desired, select the `No color` option, represented by a white box with a red line diagonally
|
|
across it. The selected color appears on the main *Time Off* application dashboard, in both the
|
|
calendar and in the legend.
|
|
|
|
.. image:: time_off/mandatory.png
|
|
:align: center
|
|
:alt: The Mandatory Days section with three configured days.
|
|
|
|
.. _time_off/allocate:
|
|
|
|
Allocate time off
|
|
=================
|
|
|
|
Once time off types and accrual plans have been configured, the next step is to allocate, or give,
|
|
time off to employees. This section is only visible to users who have either :guilabel:`Time Off
|
|
Officer` or :guilabel:`Administrator` access rights for the *Time Off* application.
|
|
|
|
To create a new allocation, navigate to :menuselection:`Time Off app --> Management -->
|
|
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.
|
|
|
|
After entering a name for the allocation on the first blank field of the form, enter the following
|
|
information:
|
|
|
|
- :guilabel:`Time Off Type`: using the drop-down menu, select the type of time off that is being
|
|
allocated to the employees.
|
|
- :guilabel:`Allocation Type`: select either :guilabel:`Regular Allocation` or :guilabel:`Accrual
|
|
Allocation`. If the allocation is **not** based on an accrual plan, select :guilabel:`Regular
|
|
Allocation`.
|
|
- :guilabel:`Accrual Plan`: if :guilabel:`Accrual Allocation` is selected for the
|
|
:guilabel:`Allocation Type`, the :guilabel:`Accrual Plan` field appears. Using the drop-down menu,
|
|
select the accrual plan with which the allocation is associated. An accrual plan **must** be
|
|
selected for an :guilabel:`Accrual Allocation`.
|
|
- :guilabel:`Validity Period/Start Date`: if :guilabel:`Regular Allocation` is selected for the
|
|
:guilabel:`Allocation Type`, this field is labeled :guilabel:`Validity Period`. If
|
|
:guilabel:`Accrual Allocation` is selected for the :guilabel:`Allocation Type`, this field is
|
|
labeled :guilabel:`Start Date`.
|
|
|
|
The current date populates the first date field by default. To select another date, click on the
|
|
pre-populated date to reveal a popover calendar window. Navigate to the desired start date for the
|
|
allocation, and click on the date to select it.
|
|
|
|
If the allocation expires, select the expiration date in the next date field. If the time off does
|
|
*not* expire, leave the second date field blank. `No Limit` appears in the field if no date is
|
|
selected.
|
|
|
|
If :guilabel:`Accrual Allocation` is selected for the :guilabel:`Allocation Type`, this second
|
|
field is labeled :guilabel:`Run until`.
|
|
- :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 <time_off/time-off-types>` is configured (in hours or days).
|
|
- :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`, this following field 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
|
|
who are 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:: time_off/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.
|
|
|
|
.. _time_off/request-time-off:
|
|
|
|
Request time off
|
|
================
|
|
|
|
Once an employee has been allocated time off, a request to use the time off can be submitted. Time
|
|
off can be requested in one of two ways, either from the :ref:`dashboard <time_off/dashboard>` or
|
|
from the :ref:`My Time Off <time_off/my-time-off>` view.
|
|
|
|
To create a new request for time off, click the :guilabel:`New` button on either the main *Time Off*
|
|
:guilabel:`Dashboard` or the :guilabel:`My Time Off` list view.
|
|
|
|
.. note::
|
|
Both :guilabel:`New` buttons allow the user to request time off, but when requested from the
|
|
:guilabel:`Dashboard`, a :guilabel:`New Time Off` request form appears in a modal. When requested
|
|
from the :guilabel:`My Time Off` list view, the screen navigates to a new time off request page,
|
|
instead.
|
|
|
|
Enter the following information on the :guilabel:`New Time Off` request form:
|
|
|
|
- :guilabel:`Time Off Type`: select the type of time off being requested from the drop-down menu.
|
|
- :guilabel:`Dates`: enter the dates that the time off falls under. There are two fields to
|
|
populate, the start and end dates. Click on either date field and a popover calendar appears.
|
|
|
|
Click on the start date, then click on the end date. The selected start and end dates are circled,
|
|
and the dates between them are highlighted (if applicable).
|
|
|
|
If the time off requested is for a single day, click on the start date, then click the same date
|
|
again for the end date.
|
|
|
|
When the correct dates are selected/highlighted, click the :guilabel:`Apply` button.
|
|
|
|
The selected dates now populate the two portions of the :guilabel:`Dates` field.
|
|
|
|
If the selected :guilabel:`Time Off Type` is configured to have the time off taken in hours, the
|
|
following two fields also appear:
|
|
|
|
- :guilabel:`Half Day`: if the time off request is for a half day, check this box. When this is
|
|
selected, the second date field disappears, and is replaced with a drop-down menu. From that
|
|
drop-down menu, select either :guilabel:`Morning` or :guilabel:`Afternoon` to indicate which
|
|
half of the day is being requested.
|
|
- :guilabel:`Custom Hours`: if the time off requested is not a whole or half day, check this box.
|
|
A :guilabel:`From` and :guilabel:`To` field appears beneath this option, if selected. Using the
|
|
drop-down menu, select the start and end time for the time off request.
|
|
|
|
- :guilabel:`Duration`: this field updates automatically once the :guilabel:`Date` section is
|
|
completed. If the :guilabel:`Date` section is modified, this section automatically updates to
|
|
reflect the total time off requested. This field is in either hours or days, depending on how the
|
|
selected :guilabel:`Time Off Type` is configured.
|
|
- :guilabel:`Description`: enter a description for the time off request. This should include any
|
|
details that managers and approvers may need in order to approve the request.
|
|
- :guilabel:`Supporting Document`: this field only appears if the :guilabel:`Time Off Type` selected
|
|
allows for the attachments of documents. Click the :guilabel:`Attach File` button, and a file
|
|
explorer window appears.
|
|
|
|
Navigate to the desired files to attach, select them, then click the :guilabel:`Open` button. The
|
|
files then appear on the time off request form. Multiple documents can be attached, if necessary.
|
|
|
|
If the request was created from the :guilabel:`Dashboard`, click the :guilabel:`Save & Close` button
|
|
to save the information and submit the request.
|
|
|
|
If the form was completed from the :guilabel:`My Time Off` list view, the information is
|
|
automatically saved as it is entered. However, the form can be saved manually at any time by
|
|
clicking the *save manually* button, represented by a :guilabel:`(cloud upload)` icon.
|
|
|
|
.. image:: time_off/time-off-request.png
|
|
:align: center
|
|
:alt: A time off request form filled out for an employee home sick for two days with the flu.
|
|
|
|
.. _time_off/request-allocation:
|
|
|
|
Request allocation
|
|
==================
|
|
|
|
If an employee has used all their time off, or is going to run out of time off, they can request an
|
|
allocation for additional time. Allocations can be requested in one of two ways, either from the
|
|
:ref:`Dashboard <time_off/dashboard>` or the :ref:`My Allocations <time_off/my-allocations>` view.
|
|
|
|
To create a new allocation request, click either the :guilabel:`New Allocation Request` button on
|
|
the main *Time Off* dashboard, or the :guilabel:`New` button in the :guilabel:`My Allocations` list
|
|
view. Both buttons open a new allocation request form.
|
|
|
|
.. note::
|
|
Both :guilabel:`New` buttons open a :guilabel:`New Allocation` request form, but when requested
|
|
from the :guilabel:`Dashboard`, the form appears in a modal. When requested from the
|
|
:guilabel:`My Allocations` list view, the screen navigates to a new allocation request page,
|
|
instead.
|
|
|
|
Enter the following information on the :guilabel:`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`: this field **only** appears if requesting an allocation with a time
|
|
off type that has the :guilabel:`Take Time Off in` field :ref:`configured
|
|
<time_off/time-off-officer>` to either :guilabel:`Day` or :guilabel:`Half Day`. This field does
|
|
**not** appear if the :guilabel:`Take Time Off in` field is set to :guilabel:`Hours`.
|
|
|
|
Using the calendar selector, select a start and end date the allocation is valid for. By default,
|
|
the current date populates the first field, and :guilabel:`No Limit` populates the second field.
|
|
|
|
Adjust both of these dates, if desired.
|
|
- :guilabel:`Allocation`: enter the amount of time being requested in this field. The format is
|
|
presented in either days or hours, depending on how the time off type is configured. Once this
|
|
field is populated, the name of the allocation request is updated to include the amount of time
|
|
being requested.
|
|
- :guilabel:`Add a reason...`: enter a description for the allocation request. This should include
|
|
any details that managers and approvers may need in order to approve the request.
|
|
|
|
If the request was created from the :guilabel:`Dashboard`, click the :guilabel:`Save & Close` button
|
|
to save the information and submit the request.
|
|
|
|
If the form was completed from the :guilabel:`My Allocations` list view, the information is
|
|
automatically saved as it is entered. However, the form can be saved manually at any time by
|
|
clicking the *save manually* button, represented by a :guilabel:`(cloud upload)` icon.
|
|
|
|
.. image:: time_off/allocation-request.png
|
|
:align: center
|
|
:alt: An allocation request form filled out for an employee requesting an additional week of
|
|
sick time.
|
|
|
|
.. _time_off/approvals:
|
|
|
|
Management
|
|
==========
|
|
|
|
Time off and allocation requests typically undergo an approval process before being granted.
|
|
Requests either need one or two approvals, if any, depending on how the specific type of time off is
|
|
configured. These are all housed under the :guilabel:`Management` section of the *Time Off*
|
|
application.
|
|
|
|
Only users who can approve allocation and time off requests have the :guilabel:`Management` section
|
|
visible in the *Time Off* application.
|
|
|
|
.. _time_off/manage-time-off:
|
|
|
|
Manage time off
|
|
---------------
|
|
|
|
To view time off requests that need approval, navigate to :menuselection:`Time Off app -->
|
|
Management --> Time Off`. The only time off requests visible on this list are for employees the user
|
|
has either :guilabel:`Time Off Officer` or :guilabel:`Administrator` access rights for in the *Time
|
|
Off* application.
|
|
|
|
The default filter in the :guilabel:`Time Off` list is `Waiting For Me`. This only presents time off
|
|
requests that need to be approved for current employees on the user's team, with a status of either
|
|
:guilabel:`To Approve` or :guilabel:`Second Approval`.
|
|
|
|
The left side of the screen has various grouping options to narrow down the presented time off
|
|
requests. Since only time off requests that need to be approved are shown, the only status options
|
|
are :guilabel:`All`, :guilabel:`To Approve`, and :guilabel:`Second Approval`. The various
|
|
departments the user is a member of, and manages employees under, also appear on the left side of
|
|
the screen, under :guilabel:`Departments`.
|
|
|
|
.. note::
|
|
If there are no requests that fall under one of the status options or departments, that status
|
|
or department is **not** visible on the left-side menu.
|
|
|
|
To display time off requests for specific departments only, click on the :guilabel:`Department` on
|
|
the left-hand side. Only requests within the selected department are then presented.
|
|
|
|
The status column displays the status of each request, with the status highlighted in a specific
|
|
color.
|
|
|
|
The :guilabel:`To Approve` and :guilabel:`Second Approval` requests are highlighted in yellow and
|
|
are the only ones that appear in the list by default. If the `Waiting For Me` filter is removed,
|
|
then all statuses appear. :guilabel:`Approved` requests are highlighted in green, :guilabel:`To
|
|
Submit` (drafts) requests are highlighted in blue, and the :guilabel:`Refused` requests are
|
|
highlighted in gray.
|
|
|
|
To approve a time off request, click the :guilabel:`👍 Approve` button at the end of the line. To
|
|
validate a time off request that has already been approved, and is waiting on a second approval,
|
|
click the :guilabel:`✔️ Validate` button at the end of the line. To refuse a request, click the
|
|
:guilabel:`✖️ Refuse` button at the far end of the line.
|
|
|
|
.. image:: time_off/time-off-requests.png
|
|
:align: center
|
|
:alt: Time off requests with the filter, groupings, and status sections highlighted.
|
|
|
|
For more details, click anywhere on the time off request line (except for the :guilabel:`👍
|
|
Approve`, :guilabel:`✔️ Validate`, and :guilabel:`✖️ Refuse` buttons) to load the time off request
|
|
form. Depending on the rights of the user, changes can be made.
|
|
|
|
To modify the request, make any desired changes to the form. All changes are automatically saved.
|
|
|
|
It is also possible to approve or refuse the request from this form. Click the :guilabel:`Approve`
|
|
button to approve, or the :guilabel:`Refuse` button to refuse the request.
|
|
|
|
Manage allocations
|
|
------------------
|
|
|
|
To view allocations that need approval, navigate to :menuselection:`Time Off app --> Management -->
|
|
Allocations`. The only allocations visible on this list are for employees the user has either
|
|
:guilabel:`Time Off Officer` or :guilabel:`Administrator` access rights for in the *Time Off*
|
|
application.
|
|
|
|
The default filters that are configured to be in place when navigating to the
|
|
:guilabel:`Allocations` list are :guilabel:`My Team` and :guilabel:`Active Employee`. This *only*
|
|
presents employees on the user's team (who they manage) and active employees. Inactive users are not
|
|
shown.
|
|
|
|
The left side of the screen has various grouping options to narrow down the presented allocation
|
|
requests.
|
|
|
|
The :guilabel:`Status` options are :guilabel:`To Approve`, :guilabel:`Refused`, and
|
|
:guilabel:`Approved`. Click on a specific :guilabel:`Status` to view only requests with that status.
|
|
To view all allocation requests, click :guilabel:`All`.
|
|
|
|
It is also possible to display allocation requests by department. Click on the
|
|
:guilabel:`Department` in the left side of the screen to only present allocations for that specific
|
|
department.
|
|
|
|
.. note::
|
|
The groupings on the left side only present allocation requests that fall under the default
|
|
filters of :guilabel:`My Team` and :guilabel:`Active Employee`. Only the statuses for allocation
|
|
requests that fall under those filters are presented on the left side.
|
|
|
|
For example, if there are no requests with a status of :guilabel:`To Submit`, that status option
|
|
does not appear in the left-hand side.
|
|
|
|
All departments for the user's employees appear in the list. If there are no allocation requests
|
|
that fall under that department matching the pre-configured filters, the list is blank.
|
|
|
|
It is always possible to remove any of the pre-configured filters, by clicking the :guilabel:`✖️
|
|
(remove)` icon on the specific filter to remove it.
|
|
|
|
The status column displays the status of each request, with the status highlighted in a specific
|
|
color.
|
|
|
|
The :guilabel:`To Approve` requests are highlighted in yellow, :guilabel:`Approved` requests are
|
|
highlighted in green, and the :guilabel:`Refused` requests are highlighted in gray.
|
|
|
|
To approve an allocation request, click the :guilabel:`✔ Validate` button at the end of the line.
|
|
To refuse a request, click the :guilabel:`✖️ Refuse` button.
|
|
|
|
.. image:: time_off/allocations.png
|
|
:align: center
|
|
:alt: Allocations with the filter, groupings, and status sections highlighted.
|
|
|
|
If more details are needed, click anywhere on the allocation request line (except for the
|
|
:guilabel:`✔ Validate` and :guilabel:`✖️ Refuse` buttons) to view the request in detail.
|
|
|
|
Depending on the rights of the user, changes can be made to the allocation request form that
|
|
appears. To modify the request, make any desired changes to the form. All changes are automatically
|
|
saved.
|
|
|
|
It is also possible to approve or refuse the request from this form. Click the :guilabel:`Validate`
|
|
button to approve, or the :guilabel:`Refuse` button to refuse the request.
|
|
|
|
Overview
|
|
========
|
|
|
|
To view a color-coded schedule of the user's time off, and/or of the team managed by them, navigate
|
|
to :menuselection:`Time Off app --> Overview`. This presents a calendar with the default filter of
|
|
`My Team`, in a month view.
|
|
|
|
To change the time period displayed, click on the :guilabel:`Month` button to reveal a drop-down
|
|
menu. Then, select either :guilabel:`Day`, :guilabel:`Week`, or :guilabel:`Year` to present the
|
|
calendar in that corresponding view.
|
|
|
|
To navigate forward or backward in time, in the selected increment (:guilabel:`Month`,
|
|
:guilabel:`Week`, etc.), click the :guilabel:`← (left arrow)` or :guilabel:`→ (right arrow)` to move
|
|
either forward or backward in that specified amount of time.
|
|
|
|
For example, if :guilabel:`Month` is selected, the arrows adjust the view by one month.
|
|
|
|
To return to a view containing the current day, click the :guilabel:`Today` button at any time.
|
|
|
|
Team members are listed alphabetically on individual lines, and their requested time off,
|
|
regardless of the status (*validated* or *to approve*), is visible on the calendar.
|
|
|
|
Each employee is color-coded. The employee's color is selected at random, and does *not* correspond
|
|
to the type of time off they requested.
|
|
|
|
The status of the time off is represented by the color detail of the request, either appearing solid
|
|
(*validated*) or striped (*to approve*).
|
|
|
|
The number of days or hours requested is written on the request (if there is enough space).
|
|
|
|
At the bottom of the calendar, in the :guilabel:`Total` line, a bar graph shows how many people are
|
|
projected to be out on any given day. The number on each individual bar represents the number of
|
|
employees out for those highlighted days.
|
|
|
|
Click on a time off entry to view the details for the specific time off entry. The total number of
|
|
hours or days are listed, along with the start and end time of the time off. To view the details of
|
|
the time off request in a modal, click the :guilabel:`View` button.
|
|
|
|
.. image:: time_off/overview.png
|
|
:align: center
|
|
:alt: Overview of the user's team, with time off requests shown.
|
|
|
|
My time
|
|
=======
|
|
|
|
The :guilabel:`My Time` section of the *Time Off* application contains the time off dashboard, as
|
|
well as the user's time off requests and allocations.
|
|
|
|
.. _time_off/dashboard:
|
|
|
|
Dashboard
|
|
---------
|
|
|
|
All users have access to the time off dashboard, which is the default view in the *Time Off*
|
|
application. The dashboard can also be accessed at any point in the application by navigating to
|
|
:menuselection:`Time Off app --> My Time --> Dashboard`.
|
|
|
|
The current year is displayed, and the current day is highlighted in red.
|
|
|
|
To change the view, click on the :guilabel:`Year` button to reveal a drop-down menu. Then, select
|
|
either :guilabel:`Day`, :guilabel:`Week`, or :guilabel:`Month` to present the calendar in that
|
|
corresponding view.
|
|
|
|
To change the presented dates, click the :guilabel:`← (left arrow)` or :guilabel:`→ (right arrow)`
|
|
icons to the left of the :guilabel:`Year` button. The calendar view adjusts in increments of the
|
|
presented view.
|
|
|
|
For example, if :guilabel:`Year` is selected, the arrows adjust the view by one year.
|
|
|
|
To change the view at any point to a view that includes the current date, click the
|
|
:guilabel:`Today` button.
|
|
|
|
Above the calendar view is a summary of the user's time off balances. Every time off type that has
|
|
been allocated appears in its own summary box. Each summary lists the type of time off, the
|
|
corresponding icon, the current available balance (in hours or days), and an expiration date (if
|
|
applicable).
|
|
|
|
To view the full details of a time off balance, click the :guilabel:`? (question mark)` icon at the
|
|
end of the :guilabel:`(DAYS/HOURS) AVAILABLE` on the time off summary. The complete details are
|
|
presented in a popover window, including the :guilabel:`Allocated` time, future :guilabel:`Accrual`
|
|
time, :guilabel:`Approved` time off scheduled, :guilabel:`Planned` time off, and the currently
|
|
:guilabel:`Available` time off.
|
|
|
|
.. image:: time_off/balance-details.png
|
|
:align: center
|
|
:alt: A view of the complete time off balance details in the popover window.
|
|
|
|
A user is also able to see how much time off they will have accrued in the future. On the right side
|
|
of the time off summary blocks, there is a :guilabel:`Balance at the (date)` field. Click on the
|
|
date, and a calendar selector popover appears.
|
|
|
|
The current date is the default date selected. Navigate to the desired date, and Odoo displays the
|
|
time off balances the user will have on that date. This takes into account all time off currently
|
|
planned and approved. To return to the current date, click the :guilabel:`Today` button to the right
|
|
of the date field.
|
|
|
|
On the right side of the calendar, the various time off types are displayed, with their
|
|
corresponding colors. The :guilabel:`Legend` explains how the various statuses for time off requests
|
|
are presented.
|
|
|
|
Time off that has been validated appears in a solid color (in the color specified in the
|
|
:guilabel:`Time Off Type` section above the :guilabel:`Legend`). Time off requests that still need
|
|
to be approved appear with white stripes in the color. Refused time off requests have a colored line
|
|
through the dates.
|
|
|
|
New time off requests can be made from the dashboard. Click the :guilabel:`New` button at the top of
|
|
the dashboard, and a :ref:`New Time Off <time_off/request-time-off>` modal appears.
|
|
|
|
New allocation requests can also be made from the dashboard. Click the :guilabel:`New Allocation
|
|
Request` button at the top of the dashboard to request more time off, and a :ref:`New Allocation
|
|
<time_off/request-allocation>` modal appears.
|
|
|
|
.. image:: time_off/dashboard.png
|
|
:align: center
|
|
:alt: Time off dashboard view with the legend, time off summaries, and view buttons highlighted.
|
|
|
|
.. _time_off/my-time-off:
|
|
|
|
My time off
|
|
-----------
|
|
|
|
To view a list of all the user's time off requests, navigate to :menuselection:`Time Off app --> My
|
|
Time --> My Time Off`. Here, all time off requests, both past and present, appear in a list view.
|
|
|
|
The list includes the following information for each request: the :guilabel:`Time Off Type`,
|
|
:guilabel:`Description`, :guilabel:`Start Date`, :guilabel:`End Date`, :guilabel:`Duration`, and the
|
|
:guilabel:`Status`.
|
|
|
|
A new time off request can be made from this view. Click the :guilabel:`New` button to :ref:`request
|
|
time off <time_off/request-time-off>`.
|
|
|
|
.. _time_off/my-allocations:
|
|
|
|
My allocations
|
|
--------------
|
|
|
|
To view a list of all the user's allocations, navigate to :menuselection:`Time Off app --> My Time
|
|
--> My Allocations`. All allocations and requested allocations appear in a list view.
|
|
|
|
The information presented on the :guilabel:`My Allocations` page includes: the :guilabel:`Time Off
|
|
Type`, :guilabel:`Description`, :guilabel:`Amount`, :guilabel:`Allocation Type`, and
|
|
:guilabel:`Status`.
|
|
|
|
A new allocation request can be made from this view, as well. Click the :guilabel:`New` button to
|
|
:ref:`request an allocation <time_off/request-allocation>`.
|
|
|
|
.. _time_off/reporting:
|
|
|
|
Reporting
|
|
=========
|
|
|
|
The reporting feature allows users to view time off for their team, either by employee or type of
|
|
time off. This allows users to see which employees are taking time off, how much time off they are
|
|
taking, and what time off types are being used.
|
|
|
|
Any report can be added to a spreadsheet through the *Insert in Spreadsheet* button that appears in
|
|
the top-left of a report. If the *Documents* application is installed, an option to add the report
|
|
to a spreadsheet appears. If not, the report can be added to a *Dashboard*.
|
|
|
|
By employee
|
|
-----------
|
|
|
|
To view a report of employee time off requests, navigate to :menuselection:`Time Off app -->
|
|
Reporting --> by Employee`.
|
|
|
|
The default report presents the current year's data in a list view, displaying all the employees in
|
|
alphabetical order. Each employee's line is collapsed by default. To expand a line, click anywhere
|
|
on the line.
|
|
|
|
The view expands, and has the time off requests organized by time off type. Click anywhere on a time
|
|
off type line to expand it, and view all the individual time off requests that fall under that type.
|
|
|
|
The information shown in the list includes: the :guilabel:`Employee` name, :guilabel:`Number of
|
|
Days` off requested, the :guilabel:`Start Date`, :guilabel:`End Date`, :guilabel:`Status`, and
|
|
:guilabel:`Description`.
|
|
|
|
.. image:: time_off/employee-report.png
|
|
:align: center
|
|
:alt: Report of time off, shown by each employee in a list view.
|
|
|
|
The report can be displayed in other ways, as well. Click the corresponding button option in the
|
|
top-right corner of the page to view the data in that specific way. The various options are a
|
|
:guilabel:`List` (the default view), :guilabel:`Graph`, :guilabel:`Pivot` table, or
|
|
:guilabel:`Calendar` view.
|
|
|
|
.. image:: time_off/report-options.png
|
|
:align: center
|
|
:alt: The various other views highlighted, for the employee time off report.
|
|
|
|
When a selection has been made, additional options appear for that particular selection. For more
|
|
detailed information on the reports and their various options, refer to the :doc:`reporting
|
|
<../essentials/reporting>` documentation.
|
|
|
|
By type
|
|
-------
|
|
|
|
To view a list of all time off, organized by time off type, navigate to :menuselection:`Time Off app
|
|
--> Reporting --> by Type`. This shows all time off requests in a default bar chart.
|
|
|
|
Hover over a bar to view the :guilabel:`Duration (Days)` of that specific time off type.
|
|
|
|
.. image:: time_off/bar-chart.png
|
|
:align: center
|
|
:alt: The various time off types, and how many days requested, in a bar chart. Details are
|
|
highlighted in a red box.
|
|
|
|
Click on a bar to go to a detailed list view of all the time off requests for that time off type.
|
|
|
|
Each request is listed, with the following information displayed: the :guilabel:`Employee`,
|
|
:guilabel:`Number of Days`, :guilabel:`Request Type`, :guilabel:`Start Date`, :guilabel:`End Date`,
|
|
:guilabel:`Status`, and the :guilabel:`Description`.
|
|
|
|
The report can be displayed in other ways, as well. Click the corresponding button option in the
|
|
top-right corner of the page to view the data in that way. The various options are a
|
|
:guilabel:`Graph` (the default view), :guilabel:`List`, or :guilabel:`Pivot` table.
|
|
|
|
When a selection has been made, additional options appear for that particular selection. For more
|
|
detailed information on the reports and their various options, refer to the :doc:`reporting
|
|
<../essentials/reporting>` documentation.
|