With the new Timesheet Approval experience, we have changed the way managers convert a regular timesheet to a leave timesheet to support an improved leave management workflow. This article will explain the reasons behind the change and guide you through the new process.

• What's changed and why
• How to convert a timesheet to leave in the new timesheet experience
  • Create a leave timesheet
  • Convert the scheduled timesheet to leave
• Benefits of the new process

What's changed and why

In the classic timesheet experience, if Timesheet approving managers came across an absent ot late timesheet they could change the Area of work field to a leave type to convert the scheduled timesheet into a leave timesheet.

While this was a good workaround for managers, this method had limitations:

• Lack of visibility of leave balance: When selecting a leave type from the Area of work dropdown, it does not provide users with details about their leave balances.
• Poor Integration with Leave Request Flow: The old method did not integrate well with the existing leave request flow in Deputy, leading to potential confusion and inefficiencies.

To address these issues, for the new timesheet experience we have introduced a more robust solution that ensures leave balances are visible and seamlessly integrates with the leave request process.

How to convert a timesheet to leave in the new timesheet experience

There are now two ways for managers to add or convert timesheets to leave while approving timesheets. If a manager approving timesheets knows that a team member did not work they have two options on the approving timesheets tab to add a leave for the team member:

Create a new leave timesheet - a manager might use this option when they realise they need to create a new leave timesheet while approving leave.

OR

Convert a scheduled timesheet to leave - a manager might use this option to convert any ABSENT or  LATE timesheet where the team member did not clock in for their scheduled shift and is instead entitled to leave.

Create a new leave timesheet

1. On the Approve Timesheets tab, click Add in the top right-hand corner and select Add leave to open the Request leave screen.

2. Type the name of the team member you would like to add a leave timesheet for and click to select their name from the drop-down menu. Click Continue.

3. You will be prompted to fill in the necessary details just like a leave request. This ensures that all relevant information, including leave balances and leave type, is accurately recorded.

Click Request & approve. 4. Approving the leave request will now add the leave timesheet to reflect the leave accurately.

OR  

Convert the schedule timesheet to leave

1. Locate the scheduled timesheet marked as 'Absent', 'Upcoming' or 'Late' that you wish to convert to leave

2. When you click on the timesheet, you will see an option to 'Submit Leave.' Clicking this button will open the request leave flow but with the timesheet details pre-filled.

1. Review and Confirm Details: Since the details are prefilled, you can quickly review and make any necessary adjustments.
   
   
   
2. Submit the Leave Request: Confirm and submit the leave request. This will convert the absent timesheet into a leave timesheet, updating it with all relevant information.

Benefits of the New Process

• Enhanced Visibility: Employees and managers can now see detailed leave balances, ensuring transparency and accurate tracking.
• Improved Integration: The new process aligns with the existing leave request flow in Deputy, providing a more streamlined and consistent experience.
• Better Management: Managers can now efficiently submit leave requests on behalf of team members, with all relevant details readily available.

By following these steps, you will ensure that leave timesheets are handled more effectively, providing a better experience for both managers and employees.