Timeoffs

Time-off requests are submitted by users when they need to take leave for reasons such as illness or personal matters. As an admin and Team Leader (TL) in Zuper, you can view and manage these requests and submit time-off requests on behalf of users. You can review and either approve or reject submitted requests based on your organization’s policies. This article provides step-by-step guidance on how to manage time-off requests effectively within Zuper platform.

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Viewing time-off requests

1. You can access all time-off requests submitted by users. This allows you to monitor and manage employee availability, ensuring a smooth operational workflow.

2. Select the “Timesheet” module from the left navigation menu and choose “Timeoff.”

View the time-off requests submitted by users. Each request will have a color-coded status indicator: Red- Rejected: The time-off request has been reviewed and denied. Green - Approved: The time-off request has been reviewed and approved. Blue - Pending: The time-off request is awaiting review and decision.

3. Customize the calendar view to suit your needs better:

Month View: Provides an overview of all time-off requests submitted by the user within a specific month. Week View: This option offers a detailed view of time-off requests for each week, allowing for more granular planning and management.

4. Admin and Team Lead users can review submitted time-off requests. Approvals are automatic — Zuper approves requests immediately when an Admin or Team Lead submits them. Rejections are manual and require deliberate action.
   1. Select the Timesheets module from the left navigation menu and choose Timeoff.
   2. Locate the request on the calendar and select it. The Time-Off Request Details dialog opens, showing the requested dates, reason for the time off, and any remarks the user provided.
   3. To reject the request, select Reject. Enter a reason for the rejection. The reason is shared with the user.

5. You can approve or reject the request in the “Time-Off Request Details” dialog box.

Approve: If you approve the request, click the “Approve” button. You need to add a reason for the approval, which will be communicated to the user. Reject: If you reject the request, click the “Reject” button. The reason for the rejection will be communicated to the user.

6. Adding new time-off requests. As an admin / TL in Zuper, you can manually add time-off requests on behalf of users.

Select the “Timesheet” module from the left navigation menu and choose “Timeoff.” This will take you to the time-off requests page, where you can view all submitted time-off requests.

7. To create a new time-off, click ”+ Add Timeoff” at the top right corner of the page.

8. A pop-up appears. Fill in the following details.

Start Date(Mandatory): Choose when to request time off. End Date(Mandatory): Choose when this time off will end. Choose user(Mandatory): Choose the user for whom you request time off. Choose Team: Choose the team name to which the user belongs. Reason(Mandatory): Pick a reason from the predefined dropdown (Off, Sick, Paid, Vacation, Parental Leave, and Others) Remarks: Add any additional comments about the time-off request as needed. Notify User: To notify the user about the time-off request, check the tiny “Square Box.” Note: You can also create a time-off request for a specific time for the user. To do this, turn off the “All day” option at the top right corner of the pop-up and specify the start and end times for the time-off request. Once you have filled out all necessary fields, click the “Submit” button. The Time-off Request will be created successfully for the user on the selected date.

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Vacation time tracking

By following the outlined steps, you can effectively manage time-off requests in the Zuper platform.