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
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.
A message will appear on the bottom left-hand side of the page to let you know that the leave request has been submitted and will appear in the timesheet list soon.
When the leave request has been added as a timesheet, you will be prompted to refresh the page and it will appear as already approved in the list.
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. You can either click on the three dots options button and select Request leave
OR you can click on the timesheet summary to see more detail and then click on Request Leave.
Clicking this button will open the request leave flow but with the timesheet details pre-filled.
Review and confirm the leave details including the type of leave you wish to assign. Add a comment and click Request and approve.
A message will appear on the bottom left-hand side of the page to let you know that the leave request has been submitted and will appear in the timesheet list soon.
When the leave request has been added as a timesheet, you will be prompted to refresh the page and it will appear as already approved in the list.