Connecteam's Time Off feature allows you to manage all things related to your employees' leave whether it be holiday, sick leave, or any other time off policy you offer. Sometimes however plans change or employees make mistakes. Rather than declining the time off and having the employee resubmit it, admins can edit the time off request. Even if the time off was already approved or rejected it can still be edited by the admin.
In this article, we will go over how to edit time off if it has already been submitted and when it's being approved by admin.
We will cover the following:
How to Edit Time Off While Approving the Time Off Request
If you have activated admin approval for time off requests, then admins will need to approve any time off requests sent by employees when they are submitted. When a user sends their time off request but the admin needs to edit it before approving it, they can do this from both the desktop and the mobile app with a few easy steps.
From the Desktop
To edit while also approving a time off request from the desktop, follow the next easy steps:
Access the Time Off feature from the left sidebar
Click on the Pending Requests button on the top right corner
Find the time of request you wish to edit before approving, and click on the Edit button in its top-right corner
You will then be able to make your changes to the time off request. Once you are done, click on Save and Approve
All done - the time off request has been approved with your modifications!
From the Mobile App
To edit while also approving a time off request from the mobile app, follow the next easy steps:
Navigate to the Admin tab on the bottom right corner
Access the Manage Time Off section
Navigate to the Pending tab, containing all pending time off requests sent by users, press on the relevant one, and then press on the edit icon on the top right corner
You will then be able to make your changes to the time off request. Once you are done, click on Save and Approve
Let's look at an example of when this option could be useful: An employee called for sick leave, but when submitting the time off accidentally chose the wrong policy. In this case, when the admin approves the time off request they can edit the time off (as seen above) and change the policy.
How to Edit an Already Approved or Rejected Time Off Request
If the time off has already been approved or rejected by an admin, you can still edit it and then approve it with the changes you created. This can be done with a few simple steps from both the desktop or the mobile app
From the Desktop
To edit a time off request that has already been approved or rejected by an admin from the desktop, follow these steps:
Access the Time Off feature from the left sidebar
Under the Approved Time off section, hover over the relevant employee and click on View All
A sidebar will appear on the right side where you can see everything related to the employee's time off.
Find the relevant time off request and click on Edit. Now you can edit everything related to the submitted time off such as dates or policy time, for example.
Once you make your desired changes, simply click on Save and Approve
💡Tip: If you are having trouble locating the specific time off that needs to be edited, you can use the filters to help you. Within the sidebar, you can filter for "approved", "rejected", and "waiting for approval", as illustrated below.
From the Job Scheduler
Navigate to the Job Scheduler - to the schedule you wish to edit.
Switch to the User View.
Choose your preferred view: daily, weekly, or monthly.
Click on the Time Off request (slot will be marked in red).
The request details will open, so you can make the necessary edits and reapprove as needed.
Please note: you won't be able to make changes from the Job View or the Layers view.
Let’s look at an example of when this option could be useful: As an admin, you’re planning the weekly schedule and realize you need an extra employee for part of the day. After confirming with the employee - they’ve agreed to take only half a day off. This option enables you to edit their time off policy directly within the Job Scheduler, instead of navigating to the Time Off.
From the Time Clock
Navigate to the Time Clock and access the one you wish to edit.
Make sure you are on the Today tab.
Click on the user whose Time Off you want to edit.
In the user's Timesheet, click on Time Off. The request details will open, allowing you to make the necessary edits and reapprove as needed.
Let’s look at an example of when this option could be useful: As an admin, you might access the Time Clock to review Timesheets before processing payroll. While reviewing, you notice that one of your employees has a Time Off entry. To ensure accuracy, you can confirm that the correct policy was approved or make any necessary edits to ensure the employee is paid the correct amount.
From the Mobile App
To edit a time off request that has already been approved or rejected by an admin from the mobile app, follow these steps:
Navigate to the Admin tab on the bottom right corner
Access the Manage Time Off section
Navigate to the History tab, find the specific time off request you wish to modify, and press on it. Once you access it, press on the Edit icon in the top right corner.
You will then be able to make your changes to the time off request. Once you are done, click on Save and Approve. Notice how the Request status changed from "Declined" to "Approved."
Let's look at an example of when this option could be useful: An employee requested a Holiday from June 13th to June 20th. The admin approved it. Then the employee asked to change the dates from June 15th to June 22nd. In this case, the admin can access the approved time off (as seen above) and change the dates on behalf of the employee.
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