If enabled for your ExakTime system, you can submit your own time off (paid time off, holidays, sick days, etc.) requests, enter time off requests on behalf of other employees, and approve time off requests.

The employees listed on the Time Off menu are dependent on your viewset. If the employee you need is not listed, speak with your ExakTime administrator to have your viewset adjusted.

• Press ☰ towards the top left and press Time Off. 

• The "Time Off" menu shows your assigned Time Off Plans, available hours for a plan, and any requests in a pending, approved, or canceled status.

  

Creating Time Off Requests

• Press Request Time Off for the time off plan you want to submit a request for. 

  

• You will see the available hours for the time off plan and the hours for the time off request towards the top. You will need to enter the necessary and optional information.
  • Choose Start Day/Choose End Day - The start date selected will auto-populate into the end date as well. You can further adjust the start/end date dynamically
  • Include Weekends - This will be automatically enabled if the time off request spans across the weekend.
  • Weekly date grouping - If the time off plan allows partial days, you can edit the hours requested per day. If the option to request partial days is disabled, you will not be able to edit and the default per day will be restricted to 8 hours with a start time of 8 a.m.
  • Start Time - Will default to 8:00 a.m. and determines the start/end time of Time Off time records that will be generated onto the time card.
  • Comments - Optional comment field
  • If your time off request overlaps with a company event, such as a holiday, you may receive a warning.
• Click Request to submit the request form. Click Discard to go back to the previous screen without saving.

Time Off requests cannot be edited after creation. If the request was entered incorrectly, it must be canceled and recreated.

Creating Time Off Requests on Behalf of an Employee

If you have permission to approve time off requests, you will see a "Make Requests For Others" button to create time off requests on behalf of other employees within your viewset. 

1. Press Make Request for Others.
2. Select the employee that you will be submitting the time off request for.
3. Press Request Time Off for the appropriate Time Off Plan. 
4. Enter the information for the time off request.  
   • Choose Start Day/Choose End Day - The start date selected will auto-populate into the end date as well. The employee can further adjust the start/end date dynamically
   • Include Weekends - This will be automatically enabled if the time off request spans across the weekend.
   • Weekly date grouping - If the time off plan allows employees to request partial days, employees can edit the hours requested per day. If the option to request partial days is disabled, employees will not be able to edit and the default per day will be restricted to 8 hours with a start time of 8 a.m.
   • Start Time - Will default to 8:00 a.m. and determines the start/end time of Time Off time records that will be generated onto the time card.
   • Comments - Optional comment field
5. Press Request to submit the request for the employee or press Discard to return to the previous menu. 

Time Off requests cannot be edited after creation. If the request was entered incorrectly, it must be canceled and recreated.

Approving/Denying Time Off Requests

If you have permission to approve time off requests, you will see two additional tabs from the Time Off menu.

Approvals Tab

The 'Approvals' tab will display a list of pending requests for employees in your viewset. Tap any listed requests to view additional details and show the "View" and "Approve" buttons.

Approve Time Off Requests

Time Off requests can be approved by pressing the Approve button when viewing the expanded time off request or by viewing the time off request details and pressing the Approve button at the bottom of the details menu.

Denying Time Off Requests

Time off requests can be denied by viewing the time off request details and pressing Deny.

You will be prompted to confirm the denial and enter an optional comment. This comment will appear on the request details when viewed after.

Canceling a Time Off Request

Time Off Requests in a Pending or Approved state can be canceled only by the employee who created the request.

To cancel a pending or approved request, press View to view the request details and press Cancel Request. Confirm the cancellation and the time off request will be canceled.

If the time off request has already been approved, the time records will be removed from the requestor's time card.

All Requests Tab

The 'All Requests' tab can display requests with any status for employees within your viewset.

The 'Filter' button allows you to filter the requests that have been approved, pending, denied, and/or canceled requests. You can also quickly approve and view request details from this list.

Time Off Notifications

Time Off offers some notifications to let you know when your time off has been approved, denied, etc. You can enable/disable specific notification types you would like to receive in ExakTime Mobile from the settings menu. 

You can be notified via email, SMS, or with a Push notification in ExakTime Mobile. Only one notification will be sent based on the priority of email first, SMS second, and finally, push.

1. Email - If you have an email address on your Exaktime profile.
2. SMS - If you do not have an email address on your Exaktime profile but do have a mobile phone number entered by your ExakTime administrator.
3. Push - If you do not have an email address or mobile phone number on your Exaktime Profile, you can receive push notifications with ExakTime. You must be logged in to ExakTime Mobile when the notification is sent.