Note: Only Administrators will see the Time-Off Summary report option. All users will be able to view the Up Coming Time-Off report (subject to their privilege scope)
Once you are logged into your VacationTracker Account and on your Dashboard, the next step is to click on the arrow next to Reports at the top center of the page to reveal a drop down menu.
All users will see the following option on the drop down menu:
- Up Coming Time-Off
As aforementioned, only Administrators will see two options on the drop down menu:
- Time-Off Summary
- Up Coming Time-Off
Up Coming Time-Off Report:
To view the Up Coming Time-Off Report, click on its link as shown below:
The Up Coming Time-Off Report will now be displayed. In this example there are two employees listed, Tom Smith and John Doe. To view additional information for either of these, I simply click on the View link as shown below:
If you click View on your own time off listed, you will have the option to Make Changes. You can see this below, I am logged in as Tom Smith (you can see this at the top right of the screen) and when I click on View the option to Make Changes is visible:
Note: If you want to make changes to your already approved time off, such as changing the dates of your booked time off, this will trigger a new time off request which will need to be approved by the relevant Administrator or Manager.
However, if I click View for John Doe, the Make Changes button is not visible. This is because I (Tom Smith) am not an Administrator so I cannot make changes or request changes to other employees scheduled time off:
Time-Off Summary Report for Administrators:
To view the Time-Off Summary Report, click on its link as shown below:
You will now be on the main Time-Off Summary Page. Here is an example with no filters applied:
So, you can view all time off (i.e. for all employees, departments, locations and status) or you can filter what you see using the different filtering options available. We will discuss these filters in more detail below.
- Employee (i.e you can look up individual employees).
In this example we have chosen to view “Tom Smith’s” employee time off information:
- Department (select a Department using the drop down menu).
In the following screenshot, we have filtered to only see employees in the “Sales” Department of our company:
- Location (select a location using the drop down menu).
- Status (i.e. using tags you can refine your search, “pending”, “taken”, “approved” etc.).
You can also use a combination of the above filters, here we have set the Department filter to “HR” and the Status to show “Approved” only. This means we will only see employee(s) time off from the HR Department that has been approved:
Exporting Your Time-Off Summary/Report:
You can also Export your Time-Off Summary. To Export the data, from the Time-Off Summary page click on the Export button and choose your preferred Format from the drop-down menu i.e CSV or ODS/Excel: