Manage Time Off

The Manage Time Off feature in ZenHR streamlines the management of employee time off transactions, including vacation days and hourly leaves. Administrators can view, edit, delete, and import/export transactions while ensuring accurate tracking and reporting. It integrates with system-defined vacation types, applying specific rules and balances to each transaction. Additionally, users can generate disciplinary actions based on attendance records.

How to Access the Manage Time Off Page

To access the Manage Time Off page, go to Main Menu → Time Management → Leaves & Vacations → Manage Time Off.

Before managing time off, ensure that vacation types and balances have been set up correctly in the System Preferences.

Using the Manage Time Off Feature:

How to Add Transactions

Steps:

1. Click on the "+ Add Transaction" button located in the top-right corner of the page.

2. Choose an employee from the "Employee" dropdown.

3. Pick the time off type from the "Time off type" dropdown.

4. Select start and end dates.

5. Optional: Enter notes or attach files if needed.

How to Edit Transactions

Steps:

1. Locate the transaction you wish to edit from the table.

2. Click on the Edit icon next to the transaction.

3. Make the necessary changes, such as updating the time off type or date range.

4. Click “Update” to apply the changes.

How to Delete Transactions

Steps:

1. Locate the transaction you wish to delete.

2. Click on the Delete icon next to the transaction.

Importing Transactions

Import time off transactions from an external source (Excel file).

Steps:

1. Click the three dots next to "+ Add Transaction" and select "Import Time Off Transactions".

2. Download and fill out the template.

3. Upload the completed template.

4. Choose the time off type in the popup.

5. Confirm the import to add transactions to the system.

Exporting Transactions

Export time off transactions for reporting or backup purposes.

Steps:

1. Apply Filters (Optional): Select desired filters for the data.

2. Click "Export as" and choose the format (Excel or PDF).

Generate Disciplinary Actions

This functionality allows you to enforce company policies by automatically applying disciplinary actions when certain attendance criteria are met.

Steps:

1. Click on the three dots button next to “+ Add Transaction”. Select Generate Disciplinary Actions.

2. In the Generate Disciplinary Actions page, set the criteria for employee name, work location, department, section, and project.

3. Choose the relevant time-off type, and action type (Redundant Actions or Exceeding Grace Period Actions), and set the effective date and duration for the actions.

4. Click “Generate” to apply the disciplinary actions based on the configured criteria.