How to Schedule and Cancel Time Off

If an employee will be absent during regular working hours, it must be entered on the appointment schedule so appointments cannot be scheduled for them during those times.
Proceed to: Schedule

For a few hours or one day:
 
1.     In the employee’s column on the schedule, click on the space at the time you want to begin the time off.
 
2.     In the Schedule Time Off for Employee pop-up, select the amount of time (in 15 minutes increment) the employee will be off.
 
3.     Enter a reason such as “personal” or “dentist,” etc.
 
4.     If this is a one-time absence for this one day only, click Create.
 
Note:    If this will be a recurring time off such as vacation or once a week for a month, see below.
 
For an extended time off on consecutive days such as vacation:
 
1.     Click the first available hour in the employee’s schedule on the day you want to begin the time off.
 
2.     Under Schedule Time off for Employee, select the longest amount of time this employee works on any one day during the entire time.
 
3.     Enter a reason.
 
4.     Click Recurring Time Off.
 
5.     In Duration, select the total amount of time this time off will last, such as “4 days” or “2 weeks.”
 
6.     In Frequency, select how often it will occur during the Duration period.
 
7.     Example: For a two-week vacation, you’d select “2 weeks” for Duration and “1 day” for Frequency because it will occur every day for the entire two-week period.
 
8.     Click Create.
Recurring time off not on consecutive days:
 
1.     In the employee’s column on the schedule, click on the space at the time you want to begin the time off.
 
2.     Select the amount of time (in minutes) the employee will be off. This can be all day or any part of a day.
 
3.     Enter a reason.
 
4.     Click Recurring Time Off.
 
5.     Duration and Frequency Examples:
a.     For a recurring time off such as a dental appointment every Tuesday morning for a month you’d select “1 month” for Duration and “1 week” for Frequency because it will occur once a week during that one-month period.
b.     For a recurring time off every other Friday for three months, you’d select “3 months” for Duration and “2 weeks” for Frequency because it occurs every two weeks within the three-month period.
6.     Click Create.
Change Time Off
Please note that at you can only change a single time off. For time off during an extended or recurring time period, you can change any one day or time within that period on a single basis, but not the whole period at one time.
Change a single time off:
 
1.     In the employee’s column, click anywhere in the “blocked out” space you want to change. 
 
2.     Click Change Duration in the pop-up.
 
3.     Select the number of minutes you want the new time period to be.
·        Please note that any added or removed time will be taken off the end of the blocked-out time. If you want to add or remove time from the beginning, cancel the entire block and re-enter it at the new time and duration you want.
·        If this day is part of a recurring or extended time period, only this one day will be changed.
 
4.     Click Apply.
Change an entire extended or recurring time off:
 
1.     In the employee’s column, click anywhere in the “blocked out” space you want to change.
 
2.     Click Cancel Standing in the pop-up.
 
3.     Click “yes” if you’re sure. The entire period will be cancelled.
 
4.     Enter the new extended or recurring time off.
Cancel Time Off
 
1.     In the employee’s column, click anywhere on the gray “blocked out” space you want to cancel.
 
2.     For a single time off, Click Cancel on the pop-up.
 
3.     To cancel an entire recurring or extended time off, click Cancel Standing on the pop-up.
 
4.     Click Yes if you’re sure.
 

 

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