How to access and manage time off requests in the Zuper web app

Time-off requests are submitted by users when they need to take leave for reasons such as illness or personal matters. As an admin in Zuper, you can not only view and manage these requests but also submit time-off requests on behalf of users. You can review and either approve or reject submitted requests based on your organization’s policies.

This user manual provides step-by-step guidance on how to manage time-off requests effectively within the Zuper platform.

Navigation: Timeoffs --> + Add Timeoff

Viewing time-off requests

Access all time-off requests submitted by users. This allows you to monitor and manage employee availability, ensuring smooth operational workflow. Here’s how:

1. Click the "Timesheet" module from the left navigation menu and select "Timeoff."

2. View the time-off requests submitted by users. Each request will have a color-coded status indicator:

1. Red - Rejected: The time-off request has been reviewed and denied.
2. Green - Approved: The time-off request has been reviewed and approved.
3. Blue - Pending: The time-off request is awaiting review and decision.

3. Customize the calendar view to suit your needs better:

1. Month View: Provides an overview of all time-off requests submitted by the user within a specific month.
2. Week View: Offers a detailed view of time-off requests for each week, allowing for more granular planning and management.
   

Approving or denying time-off requests

As an admin, you have the authority to review submitted time-off requests and make decisions to approve or reject them based on company policy, staffing needs, and the validity of the request. Here are the steps and considerations for managing time-off requests:

1. To review a pending request, select the specific time-off request on the calendar. This action will open the "Time-Off Request Details" dialog box, displaying all relevant information about the request, including the dates requested, the reason for the time-off, and any remarks provided by the user.

2. In the "Time-Off Request Details" dialog box, you can approve or reject the request.

1. Approve: If you decide to approve the request, click the "Approve" button. You need to add a reason for the approval, which will be communicated to the user.
   

1. Reject: If you decide to reject the request, click the "Reject" button. The reason for the rejection will be communicated to the user.

Adding new time-off requests

In Zuper, as an admin, you can manually add time-off requests on behalf of users. Here’s how:

1. Click the "Timesheet" module from the left navigation menu and select "Timeoff."
 This will take you to the time-off requests page, where you can view all submitted time-off requests.

2. To create a new time-off, click “+ Add Timeoff” at the top right corner of the page. 

3. A pop-up appears. Fill in the following details.

1. Start Date*: Choose the date when you intend to request time-off.
2. End Date*: Choose the date by which this time-off would end.
3. Choose User*: Choose the user for whom you’re requesting time-off.
   

1. Choose Team: Choose the team name the user belongs to.
2. Reason*: Pick a reason from the predefined dropdown (Off, Sick, Paid, Vacation, Parental Leave, and Others)
3. Remarks- Add any additional remarks about the time-off request as needed.
4. Notify User- If you like to notify the user about the time-off request, check the tiny “Square box”.
   

Note: You can also create a time-off request for a specific time period for the user. To do this, turn off the "All day" option at the top right corner of the pop-up and specify the start and end times for the time-off request.

4. Once you have filled out all necessary fields, click the “Submit” button. The Time-off Request will be created successfully for the user on the selected date. 

By following the outlined steps, you can manage time-off requests effectively within the Zuper platform.

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