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Offdays tuto all-EN

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Offdays is a Time Off & Absence Management software that simplifies and automates the Time Off Process. Create time off rules and manage all time off requests, approvals, scheduling and accruals.

This web-based solution will help you to control efficiently employee time off, from anywhere at anytime, thanks to the ESS (Employee Self-Service) and its automated notifications: requests, approvals, refusals, corrections, etc.

You can create unlimited time off types and balances, with their own color code. Offdays is easy and user-friendly. No need for substantial documentation or heavy training sessions, you will be able to set up and use the software by your own self.

Offdays will definitely improve your workforce productivity and allow you to save time and money. According to the U.S. Bureau of Labor Statistics, paid sick leave in March 2009 cost private-sector employers 23 cents per employee hour on average across all occupational groups. Don’t deprive yourself of a good absence management!

Publicado en: Tecnología, Diseño
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Offdays tuto all-EN

  1. 1. OffDaysGetting StartedFull GuideApril 2013
  2. 2. Managing Absence. …... . . . . . . . . . . . . . . . . . . 03Setting…….. . . . . . . . . . . . . . . . . . . . . . . . . . . . .16Managing Absence. . . . . . . . . . . . . . . . . . . . . . . 26Setting……. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Managing Absence……. .. . . . . . . . . . . . . . ……36Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 HR Mode MANAGER Mode USER Mode
  3. 3. HR Mode : Managing Absence3DashboardAbsence Graphic view Dynamic view Calendar view Add an absence Edit an absence Graphic view Dynamic viewSettingMain MenuBalance Dynamic view Graphic view Add balance Edit balance Setting interface Annual limits Monthly limits Daily limits Schedule Fixed holidays Workers Teams Sites
  4. 4. HR Mode – Main Menu4The main menu provides access to various toolsfor managing leave and holidays.Main menuFilters allow you to select workers, teams and sites toview in a given period.Filers menu
  5. 5. HR Mode – Dashboard – Dynamic view5Dynamic view enabledThis view allows you to view for selected workers in the "Filters" menu, the status of their leavebalances: Type of leave, basic balance, hours used, hours awaiting validation, vacation hours stillavailable and their validity
  6. 6. HR Mode – Dashboard – Graphic view6Graphic view enabledThis view allows you to view for selected workers in the "Filters" menu, the status of their leavebalances: Leave Type (color), basic balance, hours used, hours awaiting validation, hours of leave yetavailable in graphical form.
  7. 7. 7HR Mode – Absence – Dynamic viewThis view allows you to view for selected employees in the "Filters”, list of vacation requests and theirstatus and their time with the ability to change them.
  8. 8. 8HR Mode – Absence – Graphic viewThis 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.
  9. 9. 9HR Mode – Absence – Calendar viewThis view allows you to show for selected employees in the "Filters" menu, in calendar form, leaverequests and their status color code with the ability to change them.Pending requestRequest refusedRequest acceptedEdit, validate, denyor delete request
  10. 10. 10HR Mode – Absence – add an absence requestSave the requestSelect the start dateSelect the type of leaveSelect an employee to apply a requestfor himChoose 1 for a full day and ½ for ahalf-daySelect the end date
  11. 11. 11Comment changesHR Mode – Absence – Edit an absence requestSave comment and changesSave commentDelete requestValidate the request Refuse the requestSave changes
  12. 12. 12HR Mode – Balance – Dynamic viewThis view allows you to view for selected employees in the "Filters" menu, list of added leave balances,type and availability.
  13. 13. 13HR Mode – Balance – Graphic viewThis 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.
  14. 14. 14HR Mode – Balance – Add leave balancesSelect an employee toadd balances for himSave the balanceBalances in hoursand minutesSelect the enddate of availabilitySelect start dateof availabilitySelect the type of leave
  15. 15. 15HR Mode – Balance– Edit leave balancesSave balanceBalances in hoursand minutesSelect the end date of availabilitySelect start dateof availabilitySelect the type of leaveDelete balance
  16. 16. HR Mode : Setting16 Setting interface Annual limits Monthly limits Daily limits Schedule Fixed holidays Workers Teams Sites
  17. 17. Main MenuSub-menuAction buttonsAction buttonsContentBouton Intitulé UtilitéAdd Add an item from the right side to the leftRemove Remove an item from the left side to the rightSave Save changesSave and Next Save and go to the next menu or add a line to the tableSave and Next x2 Save and go to the menu after the next oneBack to the root Back at the beginning of the submenu (list of profiles)Previous Back to previous pageEdit Edit an entryValidate Submit an application (eg leave request)Refuse Refuse a requestDelete Delete an entry17HR Mode : Setting – Setting interface
  18. 18. 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).18HR Mode : Setting– Annual limits
  19. 19. 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).19HR Mode : Setting – Monthly limits
  20. 20. 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).20HR Mode : Setting – Daily limits
  21. 21. 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 shiftsbetween each week). This option allows you to set the cycle totally flexible!21HR Mode : Setting – Schedule
  22. 22. Meaning :• Counters to establish leave, the dates already set. Eg New Years 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.22HR Mode : Setting – Fixed Holidays
  23. 23. Meaning :• Anyone working or having worked in the organization must be registered for its data to be calculated. A personalaccount 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 isto 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 theperiod 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 Interface23HR Mode : Setting – Workers
  24. 24. Meaning :• Teams is used to group workers who have access to the same team. Eg Michael worked in the "IT”, he will be giventhe "Worker”* Access. While John, who is Director of HR has "Admin”* Access since it must be able to visualizeleave 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 weoffer 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 configuration24HR Mode : Setting – Teams
  25. 25. 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.25HR Mode : Setting – Sites
  26. 26. MANAGER Mode : Managing absence26DashboardAbsence Graphic view Dynamic view Calendar view Apply an absence request Edit an absence request Graphic view Dynamic viewMain Menu
  27. 27. MANAGER Mode – Main Menu27The main menu provides access to various toolsfor managing leave and holidays.Main MenuFilters allow you to select workers and teams toview in a given period.Filters Menu
  28. 28. MANAGER Mode – Dashboard – Dynamic view28Dynamic view enabledThis view allows you to view for selected workers in the "Filters" menu, the status of their leavebalances: Type of leave credit basis, hours used, hours awaiting validation, vacation hours still availableand their validity
  29. 29. MANAGER Mode – Dashboard – Graphic view29Graphic view enabledThis view allows you to view for selected workers in the "Filters" menu, the status of their leavebalances: Leave Type (color), basic balance, hours used, hours awaiting validation, hours of leave yetavailable in graphical form.
  30. 30. 30MANAGER Mode – Absence – Dynamic viewThis view allows you to view for selected employees in the "Filters”, list of vacation requests and theirstatus and their time with the ability to change them.
  31. 31. 31MANAGER Mode – Absence – Graphic viewThis view allows you to view 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.
  32. 32. 32MANAGER Mode – Absence – Calendar viewThis view allows you to view for selected employees in the "Filters" menu, in calendar form,leave requests and their status color code with the ability to change them.Pending requestRequest acceptedEdit request
  33. 33. 33Comment the requestMANAGER Mode – Absence – Apply an absence requestSave the requestSelect the absence typeSelect an employee toapply a request for himSelect the start dateChoose 1 for a full dayand ½ for a half-daySelect the end date
  34. 34. 34MANAGER Mode – Absence – Edit an absence requestComment changesSave comment and changesSave commentDelete requestValidate request Refuse requestSave changes
  35. 35. MANAGER Mode : Setting – Setting your account35Change your account settings. Fields (*) are required
  36. 36. USER Mode : Managing absence36DashboardAbsenceAccount Graphic view Dynamic view Calendar view Apply an absence request Edit an absence request Setting up your accountMain Menu
  37. 37. USER Mode – Main Menu37The main menu provides access to various toolsfor managing leave and holidays.Main MenuFilters allow you to select workers, teams andsites to view in a given period.Filters Menu
  38. 38. USER Mode – Dashboard – Dynamic view38Dynamic view enabledThis view allows you to view the status of leave balances: Type of leave credit basis, hours used, hoursawaiting validation, vacation hours still available and their availability
  39. 39. USER Mode – Dashboard – Graphic view39Graphic view enabledThis view allows you to view status of leave balances: Leave Type (color), basic credit, hours used, hoursawaiting validation, hours of leave yet available in graphical form.
  40. 40. USER Mode – Absence – Calendar view40Pending requestRequest refusedRequest acceptedEdit request
  41. 41. 41USER Mode– Absence – Apply an absence requestComment the absence requestSave the requestSelect the leave typeSelect the start dateChoose 1 for a full dayand ½ for a half-daySelect the end date
  42. 42. 42Comment your requestUSER Mode – Absence – Edit an absence requestSelect the end dateSave comment and changesSave commentsSave changesSelect the start date
  43. 43. USER Mode – Setting - Setting your account43Change your account settings. Fields (*) are required

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