Time off tracking setup checklist

The table below outlines all steps for setting up Replicon to track and manage time off. Default settings are in place for most of these options, therefore you may be able to skip steps if the defaults work for your organization.

Features can be set up in any order, except:

  • Pay codes must be defined (section 1) before you use them in time off types (section 2)
  • Options in section 2 must be set up before they can be assigned to users (section 3)

1. Define system-level settings

Feature to set up

What the feature does

Configure at

 

Create pay codes

Pay codes specify what pay factor is associated with time off. They only need to be set up if you are using Replicon for payroll purposes.

Administration > Pay Codes and Policies > Pay Codes

 

Create time off custom fields

Users can enter data in custom fields when they book time off.

Administration > Time Off > Time Off Settings

 

Assign the time off type used to create holiday bookings

Specifies the time off type that's used for holiday bookings

Administration > Time Off > Time Off Settings

 

Configure time off in lieu

Allows you to grant users time off instead of paying overtime.

Only available with our new time off system.

Administration > Time Off > Time Off In Lieu

2. Set up system-level options that you’ll assign to users

Feature to set up

What the feature does

Configure at

 

Create time off types

Time off types define the categories of  time off that users can take – such as sick time or vacation time – and the settings and default accrual policies that apply to each

Administration > Time Off > Time Off Types

 

Add time off approval paths

Approval paths specify who approves time off bookings and in what order

Administration > Time Off > Time Off Approval Paths

 

Create time off templates for employees

Time off templates define certain user time off settings

Administration > Time Off > Time Off Templates

 

Set up time off permissions for managers

You can allow supervisors to manage and approve time off, and payroll managers to override approvals and export payroll

Administration > Employees and Organization > Permission Sets

 

Set up time off notifications

Notifications can be sent to approvers when time off is ready for approval, and to users when their time off has been approved, rejected, or modified

Administration > Notifications System > Notifications

or

Administration > Notifications System > Email Notifications

 

Create holiday calendars

Each user’s assigned holidays will display as gray in their timesheet and time off calendar

Administration > Company > Holiday Calendars

 

Set up timesheet templates for time off in lieu

If you are using time off in lieu, users' timesheet templates must include the Time Off In Lieu component

Administration > Timesheets > Timesheet Templates

3. Assign time off functionality

Feature to set up

What the feature does

Configure at

 

Ensure employees have a license for a time off product

The license allows the user to access time off functionality. Users are assigned a license for all products by default.

Administration > Employees and Organization > Users > Licenses

 

Assign time off templates to employees

Users must be assigned a time off template before they can book time off

Administration > Employees and Organization > Users > Time Off

 

Assign time off approval paths to employees

The Supervisor default path is assigned automatically, though you can change this

Administration > Employees and Organization > Users > Time Off

 

Assign time off types to users

Users can only enter time off for the types that are assigned to them

Administration > Employees and Organization > Users > Time Off

 

Customize user accrual policies

If the default policies defined within the time off types you set up meet your requirements, you don’t need to edit settings at the user level

Administration > Employees and Organization > Users > Time Off

 

Assign holiday calendars to employees

If you created a default that applies to all users, you don’t need to assign a calendar

Administration > Employees and Organization > Users > Schedules

 

Assign notifications to managers and employees

All notifications in the system are assigned to new users by default, but notifications will only be sent for ones that are enabled at the system level

Administration > Employees and Organization > Users > Notifications

 

Assign permission sets and licenses to managers

Ensure all supervisors and payroll managers working with time off are assigned the permissions and licenses they need

Administration > Employees and Organization > Users > Roles & Permissions

and

Administration > Employees and Organization > Users > Licenses