Offdays tuto mode hr-EN
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Transcript of Offdays tuto mode hr-EN
Managing Absence
2
Dashboard
Absence
Graphic view
Dynamic view
Calendar view
Add an absence
Edit an absence
Graphic view
Dynamic view
Setting Main Menu
Balance
Dynamic view
Graphic view
Add balance
Edit balance
Setting interface
Annual limits
Monthly limits
Daily limits
Schedule
Fixed holidays
Workers
Teams
Sites
Main Menu
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The main menu provides access to various tools
for managing leave and holidays.
Main menu
Filters allow you to select workers, teams and sites to
view in a given period.
Filers menu
Dashboard – Dynamic view
4
Dynamic view enabled
This view allows you to view for selected workers in the "Filters" menu, the status of their leave
balances: Type of leave, basic balance, hours used, hours awaiting validation, vacation hours still
available and their validity
Dashboard – Graphic view
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Graphic view enabled
This view allows you to view for selected workers in the "Filters" menu, the status of their leave
balances: Leave Type (color), basic balance, hours used, hours awaiting validation, hours of leave yet
available in graphical form.
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Absence – Dynamic view
This view allows you to view for selected employees in the "Filters”, list of vacation requests and their
status and their time with the ability to change them.
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Absence – Graphic view
This view allows you to show for selected employees in the "Filters" menu, list of vacation requests,
their status and their period in graphical form with the ability to change them.
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Absence – Calendar view
This view allows you to show for selected employees in the "Filters" menu, in calendar form, leave
requests and their status color code with the ability to change them.
Pending request
Request refused
Request accepted
Edit, validate, deny
or delete request
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Absence – add an absence request
Save the request
Select the start date
Select the type of leave
Select an employee to apply a request
for him
Choose 1 for a full day and ½ for a
half-day
Select the end date
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Comment changes
Absence – Edit an absence request
Save comment and changes
Save comment
Delete request
Validate the request Refuse the request
Save changes
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Balance – Dynamic view
This view allows you to view for selected employees in the "Filters" menu, list of added leave balances,
type and availability.
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Balance – Graphic view
This view allows you to view for selected employees in the "Filters" menu, list of added leave balances,
type color code as well as their availability in graphical form.
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Balance – Add leave balances
Select an employee to
add balances for him
Save the balanceBalances in hours
and minutes
Select the end
date of availability
Select start date
of availability
Select the type of leave
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Balance– Edit leave balances
Save balance
Balances in hours
and minutes
Select the end date of availabilitySelect start date
of availability
Select the type of leave
Delete balance
Setting
15
Setting interface
Annual limits
Monthly limits
Daily limits
Schedule
Fixed holidays
Workers
Teams
Sites
Main Menu
Sub-menu
Action buttons
Action buttonsContent
Bouton Intitulé Utilité
Add Add an item from the right side to the left
Remove Remove an item from the left side to the right
Save Save changes
Save and Next Save and go to the next menu or add a line to the table
Save and Next x2 Save and go to the menu after the next one
Back to the root Back at the beginning of the submenu (list of profiles)
Previous Back to previous page
Edit Edit an entry
Validate Submit an application (eg leave request)
Refuse Refuse a request
Delete Delete an entry
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Setting – Setting interface
Meaning :
• Counters to set limits on annual basis. Ex. : Holidays number.
Create types :
• They distinguish leave and absences. Ex. : satutory leave ≠ parental leave.
• Give a Name and Reference (abbreviation).
• Select the type ”Holiday" or ”Absence".
• Select sites that have access to this type.
• Add an optional comment.
• Save.
Create Profiles :
• They allow you to assign multiple types of leave or absences to a person or a group of persons.
• Give a name and reference (abbreviation).
• Select sites that have access to this profile.
• Add an optional comment.
• Save or Save and Next (Settings).
Setting created profiles :
• Once created, the profiles are waiting for counters.
• Select type (Ex. : holiday).
• Insert the counter limit value in the format "hour: min".
• Insert the period of validity.
• Choose the annual repetition if necessary.
• Save or Save and Next (to add another counter).
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Setting– Annual limits
Meaning :
• Counters to set limits on monthly basis. Ex: Number of reported hours per month.
CreateTypes :
• They allow to create variables that will be used in formulas. Eg positive or negative balance.
• Give a Name and Reference (abbreviation).
• Select sites that have access to this type.
• Add an optional comment.
• Save.
Create Profiles :
• They allow you to assign multiple variable types to a person or a group of persons.
• Give a name and reference(abbreviation).
• Select sites that have access to this profile.
• Add an optional comment.
• Save or Save and Next (Settings).
Setting created profiles :
• Once created, the profiles are waiting for counters.
• Choose the type (Eg. : monthly hours max).
• Enter the value of the counter, « hour : min ». Choose the monthly repetition if necessary.
• Save or Save and Next (to add a new counter).
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Setting – Monthly limits
Meaning :
• Counters to set limits on a daily basis. Ex: Number of working hours.
Create Types :
• They allow you to create variables that will be used in formulas. Eg average working hours.
• Give a Name and Reference (abbreviation).
• Select sites that have access to this type.
• Add an optional comment.
• Save.
Create Profiles :
• They allow you to assign multiple variable types to a person or a group of persons.
• Give a Name and Number (abbreviation).
• Select sites that have access to this profile.
• Add an optional comment.
• Save or Save and Next (Settings).
Setting created profiles :
• Once created, the profiles are waiting for counters.
• Choose the type (eg hours per day).
• Enter the value of the counter, « hour : min ».
• Save or Save and Next (to add a new counter).
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Setting – Daily limits
Meaning:
• Counters for grouping Daily Limits and Time Slots in same profile.
Create Profils :
• They allow you to assign a schedule to a person or a group of persons.
• Give a Name and Reference (abbreviation).
• Select sites that have access to this profile.
• Add an optional comment.
• Save or Save and Next (Setting).
Setting created profiles :
• Once created, the profiles are waiting for counters.
• Select the profile of Daily Limits for the first day.
• Select the profile of Time Slots for the first day.
• Add a day to the schedule by clicking Save and Next.
• Repeat these steps as many times as there are days in the schedule cycle *.
• Save.
* Schedule cycle is typically one week but in some areas, workers have a schedule that loop 2 or 3 weeks (with shifts
between each week). This option allows you to set the cycle totally flexible!
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Setting – Schedule
Meaning :
• Counters to establish leave, the dates already set. Eg New Year's Day.
Create Types :
• They distinguish leaves. Eg. : vacation day ≠ conventional leave.
• Give a Name and Reference (abbreviation).
• Select sites that have access to this type.
• Add an optional comment.
• Save.
Create Profiles :
• They allow you to assign multiple variable types to a person or a group of persons.
• Give a Name and Reference(abbreviation).
• Select sites that have access to this profile.
• Add an optional comment.
• Save or Save and Next (Paramétrage).
Setting created profiles :
• Once created, the profiles are waiting for counters.
• Give a name to the first term of the leave.
• Choose the type (Eg. : vacation day) and leave’s period : « From » and « To ».
• Choose the annual repetition if necessary..
• Select the employees affected by the leave.
• Add another term leave by clicking Save and Next.
• Repeat these steps as many times as there are deadlines leave.
• Save.
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Setting – Fixed Holidays
Meaning :
• Anyone working or having worked in the organization must be registered for its data to be calculated. A personal
account is also made available to access its data.
Register Workers :
• Workers are registered with their personal data.
• Required fields are Name, Email (= login), Password, Language and General Access Profile*
• Save or Save and Next (Set. Access) or Save and Next (Set. Contract-Plannings).
Assign access for teams:
• Once created, workers must be placed in teams.
• In the "Other teams" column, select the team to which the worker has access (press "Ctrl" key to select multiple)..
• In the "Access Profile" column, select the role (see Config. Teams) of the person in relation to the team.
• Click Add to move the selected teams in the column “ Teams: Access Profile ".
• To remove teams from the column "Teams: Access Profile", select and click Remove.
Assign contracts schedules:
• To calculate the data of the worker, he must be assigned one or more periods, indicating the system work. That is
to say that we will link the worker to the Temporal Parameters (= Contract Planning).
• Give a name to the contract schedule and select the validity period "From" and ”To." If one of the fields of the
period is not complete, the program assumes an infinite period (CDI =).
• Select the appropriate settings Temporal (Limits Annual, Monthly, Weekly and Planning).
• Assign a date to the first day of a cycle (eg, the first week of the cycle starts Monday 03/01/2012).
• Save or Save and Next to add a new contract-planning.
* The General Access Profile limits access to the Settings Interface
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Setting – Workers
Meaning :
• Teams is used to group workers who have access to the same team. Eg Michael worked in the "IT”, he will be given
the "Worker”* Access. While John, who is Director of HR has "Admin”* Access since it must be able to visualize
leave workers even if he is not a member of "IT” team.
Create Teams :
• They are used to group workers.
• Give a Name and Reference (abbreviation).
• Add an optional comment.
• Save or Save and Next (Set. Workers).
Assign workers with access :
• Once created, the teams are waiting for workers.
• In the column "Other workers" select persons who have access to the team (press "Ctrl" key to select multiple).
• In the "Access Profile" column, select the role* of the person in relation to the team.
• Click Add to move the selected workers in the "Team Members" column.
• To remove workers from "Team Members" column, select and click Remove.
• It is possible to create an infinite number of profile access based on need and the role of the worker. Typically we
offer 4 Access Profiles:
• «Worker», whose hours of work and holidays are counted for the team
• «Manager», recorded with the possibility to view and manage data team members
• «Admin», unrecorded, with the possibility to view, manage, and configure
• « Super Admin », unrecorded, with advanced configuration
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Setting – Teams
Meaning :
• Sites are used to group the teams that have access to the same content. Eg holiday "Martin Luther King Day"
visible to the site "USA" but not for "France” site.
Create sites :
• They allow you to group teams.
• Give a Name and Reference (abbreviation).
• Add an optional comment.
• Save or Save and Next (Set. Teams).
Assign teams:
• Once created, the sites are waiting for teams.
• In the column "Other teams", select the teams that belong to the site (press "Ctrl" key to select multiple).
• Click Add to move the selected in the "Team Site" column teams.
• To remove teams from the column "Team Site", select and click Remove.
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Setting – Sites