You might sometimes need to update an employee’s office or shift schedule after they’ve booked time off for that day.
If changing schedules alters the duration of time a user can book off in a day, bookings and timesheets may need to be updated with the new scheduled values, and payroll may need to be recalculated.
If you’re using new time off, Replicon will automatically update time off bookings, and the associated timesheets, to use the new schedule duration, where necessary. If you’re using legacy time off, you’ll have to update bookings and timesheets manually.
However, if you’re using legacy time off, you have to make these updates yourself.
If an automatic change is made, a comment highlighting the change will be added to the Approval History of affected bookings or timesheets
Hours-based bookings made for a specific number of hours (e.g. 5 hours off) do not change if the scheduled duration of a day changes, because in this case, the number of hours booked off remains the same.
However, the following kinds of bookings will trigger an automatic update when related schedules change:
In new time off, a booking like this and its associated timesheet will automatically reopen and update to match an updated schedule.
Timesheets track exact hours used in a booking. So, if time was booked off in days, but the duration of that day changes, the number of hours in the timesheet will update automatically to match the schedule, in new time off only.
The time off booking does not need to be updated since time off is tracked in days, and the number of days booked off has not changed.
You can choose how items are routed for approval after time off is updated. Refer to Defining how approvals proceed when bookings are reopened for more information.
Employees can’t add bookings to unscheduled days, since there is no working time to take off, so adding a shift has no impact on time off.
If you delete a shift, the employee’s booking remains, but it will be updated to have a value of 0 hours, so no time off will be deducted.
You can remove these 0-hour bookings manually, though some managers retain them as a reminder that the employee wants the day off, in case they want to make further changes to schedules for that day.
Because time off bookings don’t have an unsubmitted state – as soon as they are created, they are submitted.