Step 1. Login to the VAIRKKO Platform
Step 2. Access the Administrative area by clicking 'ADMIN' in the upper right-hand corner.
Step 3. Access 'Schedule Management' from the Administrative Toolbar
Step 4. Access ‘Review Time Off’ from the schedule launchpad.
**Time Off Management can also be accessed directly from the admin panel**
Step 5. Filter the data you wish to display or process by accessing ‘Filters’.
The displayed graphs are a reflection of the data selected. To save the filter for quick access later, click on ‘Save as New’ and give it a name at the top. Saved filters will be stored in a drop-down under ‘Saved Filters’.
Click on the 3 dots next to any column header to change the display, sort, group, or filter the data displayed. The data displayed can be exported as a report or saved as the default view for the next time you access this area.
To see time off details for a requested day, click on one of the color dots in the ‘Date Requested’ column. A pop-up window will appear on the right-hand side of the screen.
To process a time off request individually, access the ‘Actions’ button and click on ‘Review’, and follow the on-screen prompts. Requests can also be processed in bulk by check-marking the box, followed by the green ‘Mass Actions’ button.
All or Nothing requests will have the ‘A/N’ Icon displayed.
Approving or Denying a request that is “All or Nothing” will approve all for the date span or deny all dates for the date span. A warning will pop up indicating the other shifts that will also be approved or denied.
Requests that have a replacing employee will have the user's name in the replacing column. The signifiers are P for pending, A for approved, and D for Denied which reflect the current status of the replacing employee. The spyglass icon will display a 1-month view of that user’s schedule.
Step 6. To add time off for a user from this screen, click on ‘Add New Request’. Follow the prompts in the pop-up by selecting the user, date range, and whether to apply the time off to scheduled or all days within the time span.
**If selecting ‘Scheduled Days Only’ and you are not generated for the time span selected, time off will not be applied. The best practice is to select ‘All Days’ if the schedule is not generated for the selected time span.**
Step. 7. Follow the on-screen prompts and click on ‘Submit and Approve. For scheduled days, there is an additional option for managing the shift they are being removed from.
Adding time off for users can be accomplished from several areas in the system. From the time-off area as shown in the previous step, from any grid editor, from time cards, and the ‘Actions’ button within a slot.
Adding Time off from Editors:
An additional feature of adding an attendance point is available within the editors by adding time off via the 3 dots icon.
When selecting a time off code that links to attendance events, the default type and point values will populate. Make any edits as necessary and hit submit at the bottom to process the attendance event in addition to the time off.
Adding Time Off from the slot editor: