Note: This article describes the Time Off feature. If your company uses the Request feature, there is separate documentation for that here.
The Time Off feature allows employees to submit dates that they would like to have off through HotSchedules. The managers will approve or deny it, and then the employee is notified of that decision. When the manager is writing the schedule for that time frame, approved time off dates will be blocked out, and they will not be able to schedule that employee during that time unless they have the override approved time off permission.
Dates that have been approved for time off will appear as a light brown color in scheduler. This indicates that the employee submitted the request to not work these shifts, and a manager approved that request.
If you have the Show Additional Info option checked under the scheduler's display options, you can hover over the approved time off cells to see when the request was submitted as well as which manager approved it and when.
No one will be able to schedule on top of approved time off unless they have the Override Time Off permission. When the Time Off feature is turned on for a site, this permission is generally given to the GM permission set, but it can be assigned to all managers if requested.
The override approved time off permission will allow a manager to schedule an employee on a day that they were approved for time off.
Follow these steps to override approved time off:
- Simply double click the cell that you would like to create a shift on.
- The Approved Time Off Request box will appear. It will show you the details of their approved time off, including the reason that the employee submitted, which manager approved it, and the relevant dates.
- Confirm that you wish to override this approved time off by checking the Override box.
- You can enter a reason for the override.
- You will need to enter your username and password as well.
- Finally, select the Submit button.
- Now you will be able to create a shift in this cell as you normally would.