Instructions for Configuring Settings for Time-Off Request Feature in Woven

To use the Time-Off Request feature and have it reflect your operations, you must update some settings. To configure your settings for the Time-Off Request feature in Woven, you’ll need to update the “Positions” tab in "Account Settings" and the “Time Off” tab in your “Schedule Settings." Follow the instructions below to do so or contact Woven Help to learn how Woven Support can assist you.

To update the “Positions” tab:

1. Go to your “Account Settings” page by selecting the building icon in the top right-hand corner. And clicking on “Account Settings.” 
2. Click on the “Positions” tab.

3. Click on the name of a position.
4. You should now be on a page listing the configurations specific to the position you selected. Under the “Time Off Position Configuration” heading, you may update the following:

a) Days Off Allowed Per Year (Full-Time) – Provide the total time off, paid or unpaid, allotted to full-time employees with this position. When requesting time off, the system will warn employees and their managers if they have exceeded their maximum number of days off but still allow employees to submit their requests. If the employee position doesn't have any allotted time off, enter a "0" here.

b) Days Off Allowed Per Year (Part-Time) – This is similar to the “Days off Allowed Per Year (Full-Time)” setting except that this applies to your part-time employees in this position.

c) Require Shift Coverage if Not Using PTO – Select “Yes” if you require employees to identify who will cover their shift when they are (a) not using PTO for their requested time off or (b) not PTO eligible. When employees with this position then request time off, the system will ask them to name the employee who will cover their shift. If you do not have this kind of policy, keep the default “No” selected.

d) Max Time Off Request on Same Day – Provide the maximum number of employees in this position that may request time off on the same day. If the employee meets or exceeds this maximum when requesting time off, the system will warn the employee and their manager. If this doesn't apply to the employee position, leave the field empty.

e) Position Specific Question – If you want to ask employees of this position a required question for every request for time off, please include the text of that question here. Otherwise, leave the field empty.

f) Submission Notification Override - Time Off submission notifications will be sent to this Team Member instead of the assigned manager of the requester's primary location.

5. Once you have finished editing the settings under the “Time Off Position Configuration” section, select the “Back to Positions List” link (located at the top of the page) where you will again see the list of positions.
6. Repeat steps #3 and #4 for each position.

Now that you have finished updating each position’s settings, you will want to head to the “Time Off” tab in the “Schedule Settings” page to complete the time off configuration for your company.

To get to the “Time Off” Settings tab:

1. Click “Schedules” under the Management menu.
2. Click “Settings” in the at the top of the screen, and select the "Time Off" tab.

On the “Time Off” tab, you can configure:

a) Time Off Reason – Employees will be able to pick from a list of reasons why they are requesting time off. By default, Woven includes: Vacation, Jury Duty, FMLA, and Bereavement. You may choose to keep all, some, or none of these default reasons. You may also add your own reasons. Please edit the list of reasons or leave as is.

PRO TIP: The first reason listed here (default first reason is “Vacation”) will be the first reason presented to your employees when they request time off. It will also be your employee’s default reason. Given this, the first reason you list in this field should be the most frequently used reason by your employees.

b) Time Off Request Policy Copy – When an employee submits a time-off request, the system can remind them of your location's time-off policy. If you want to remind your employees of your policy, please paste the text describing that policy in this field. Otherwise, leave this field empty.

c) Minimum Days Notice To Submit Time Off Request – Some locations require a minimum number of days notice to submit employee time-off requests. If you have such a policy, please provide the minimum number of days notice here. If you don't have this kind of policy, please enter a "0" in this field.

d) Minimum Days Notice to Submit Without Shift Coverage Prompt – Some locations require a minimum number of days notice to submit employee time-off requests without requiring employees to identify who will cover their shift. If you have such a policy, please toggle to "Yes" and provide the number of days required.

e) Require a Make-Up Shift if Allowable Time Off is Exceeded – For employees who will exceed their maximum number of days off, we can require that they complete a make-up shift when submitting their time-off request. If you would like the system to do this, please select the checkbox. Otherwise, leave it unchecked.

f) Dates Not Available for Time Off Requests – Team Members will not be able to select these fates for their time-off request, but the manager may do so on behalf of teams.

g) Number of Hours in a Full Shift – This is where you enter the number of hours in a team member's shift. This number is used when team members are requesting time off using “Partial Days”.

h) Time Off Policy - You can select from your policies, a policy that you would like to display to your team members when they are requesting time off.

i) Pending Time Off Automation Preference - In the event that a Time Off request is not acknowledged by the date of the request, Woven automatically approves the request. Here, you can update the decision to "reject" or "withdraw".

You have now successfully configured your settings for the Time-Off Request feature in Woven!