Booking Leave in Evotime

The Calendar in Evotime helps you keep track of employee holidays, sick days, and other forms of leave. Here's how to use it:

1. Creating an Entitlement

An entitlement is a type of leave allowance you can assign to employees, from which absence types can be deducted. To create an entitlement:

1. Go to Absence Settings -> Entitlements

2. Press Add New.

3. Fill in the options:

   • Code Name Description: A reference for the entitlement throughout the software.

   • Deduction: Choose whether the entitlement deducts hourly or daily. The actual deduction amount is set when you apply it to an employee.

2. Assigning Leave Allowances

Once your entitlements are created, you can assign them to employees as leave allowances:

1. Go to the Employee List.

2. Select an employee and go to Leave Allowances.

3. Press Add New.

4. Select the leave allowance, date range, and the number of days/hours allowed for that period.

5. View the leave allowance info  in the calendar by clicking the employee's name tag, or in the Leave Summary Report.

3. Creating an Absence Type

With leave allowances set, you'll need absence types to deduct from the allowance:

1. Go to the Absence Type tab.

2. Click Add New.

3. Fill in the options:

   • Code Name and Description.

   • Pay Rate: Set the pay rate for this absence type.

   • Calendar Color: Choose the color for the absence in the calendar.

   • Entitlement: Select the entitlement to deduct from (optional).

4. Booking Absences

To book an absence:

1. Go to workfoce -> calendar

2. Navigate the calendar using the date range selector at the top.

You have two booking options:

• Select a blank square in the grid for the correct date and employee.

• Press Add Booking and manually fill in the dates and employees.

When booking absences, you have several options:

• Date Range: The dates to book the absences.

• Days Worth: Choose a full or half-day deduction.

• Hours Per Day: Set the hours to deduct (if hourly) and add to the total for that day. If left blank, it uses the expected hours for the shift.

• Book Rest Days: Book the absence even if the employee is not set to work that day.

• Contribute to Overtime: Add the hours to the total before overtime calculations.

• Absence Type: Select the absence type.

• Notes: Add any information about the booking.

• Employees: Select the employees for the absence.

5. Viewing/Editing Absences

To view or amend bookings:

1. Click on the booking in the calendar.

2. Make changes or delete the whole booking, or just the absence for that day. Deleting the whole booking removes any absences made as part of it.

In the Reports section, you can run a Leave Summary Report to view a list of absences over a set date range and summarize the hours, days, and leave allowances.

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