Time Off Manager

Menu Path

Note

The Time Off Manager menu item is only available if you use the Time Off Manager feature and your MU allows access to Time Off Manager in the WebStation.

Bidding Alert

If a supervisor configured your time off rule to bid for time off in seniority or rank order, you can only submit a time off request when it is your turn to bid. Agents with higher seniority or rank than you must complete their time off requests before you can request time off. While logged in to the NICE WebStation, you receive a bidding alert when it is your turn to bid. If you are not logged in to the NICE WebStation when it is your turn to bid, you receive an alert the next time you log in.

If you log out or close the WebStation browser when it is your turn to bid, the system considers your time off selections made, and moves on to the next agent in the bidding order.

Figure 78 Time Off Bidding Alert Window

Click Open the Time Off Manager to display the Rule Selection page, as described in Selecting a Time Off Rule. Click Close to close this window.

Selecting a Time Off Rule

When you select the Time Off Manager menu item on the navigation bar, the system displays the Time Off Manager - Rule Selection page. The Rule Selection page displays the time off rule table. This table shows the rules defined for your TOG. You can select a rule for which to view time off information or request time off.

If you do not have a TOG assigned to you, or there are no rules open for bidding, this message displays instead of the Rule Selection page: Bidding is not currently allowed for your time off group.

The Time Off Manager - Rule Selection page displays any time you click the rule link on any of the Time Off Manager pages.

Figure 79 Time Off Manager - Rule Selection Page

Refer to these topics:

Your current time off group

This view only field displays the ID and name of the TOG to which you belong.

Time Off Rule Table

For each time off rule, the time off rule table displays:

TIME OFF GROUP and RULE
These columns display the TOGs and rules for which you have at least one summary record. These columns can also display any rule used by your latest TOG, even if you have no summary records for that rule, as long as the rule ends on or after the date you moved to the TOG.
DATE RANGE
This column displays the date range for each time off rule.
ALREADY BID
This column indicates whether you already bid for time off. If you have at least one time off request for the time off rule, this field displays Yes; otherwise, the field displays No.

View or Request Time Off

In the Time Off Rule table, select a rule by clicking the TOG or rule link for which you would like to view, modify, or cancel time off. The system displays one of the Time Off Manager tabs (see Time Off Manager Tabs). The system uses the selected time off rule throughout the Time Off Manager module, until you select another rule.

Time Off Manager Tabs

These tabs are available in the Time Off Manager module after you select a time off rule, as described in Selecting a Time Off Rule:

MY TIME OFF
The Time Off Manager - MY TIME OFF tab allows you to view your time off summary information, view time off, request time off, edit or cancel existing time off, and print time off requests. For more information, see My Time Off.
HOLIDAY PREFERENCES
The Time Off Manager - HOLIDAY PREFERENCES tab allows you to view or enter your holiday preferences, such as whether you prefer to work on particular holidays. For more information, see Holiday Preferences.
TIME OFF ALLOTMENTS
The Time Off Manager - TIME OFF ALLOTMENTS tab allows you to view TOG data, wait list information, and time off list information for your TOG. For more information, see Time Off Allotments.

Note

Depending on the permissions a supervisor defined for the selected time off rule, you may not have access to all the tabs and fields referenced in this document.

The system does not automatically update the time off data in any of the tabs in the Time Off Manager module. To update the time off data, you must refresh the page.

Refer to these topics for fields and links on multiple Time Off Manager pages:

Request Time Off

Click Request time off to add a time off request in the Request time off page. You can display this page any time you click Request time off from any page containing this link, or when you click on a date for which you can make a request in the MY TIME OFF tab - Calendar view. For detailed instructions on how to submit a request for time off, see Requesting Time Off. This link appears at the top of these Time Off Manager pages: MY TIME OFF tab, HOLIDAY PREFERENCES tab, TIME OFF ALLOTMENTS tab.

If a supervisor defined the selected time off rule such that agent bidding must be in order by seniority or rank, you cannot request time off if it is not your turn to bid (the system hides the Request time off link). However, you can still view time off information, and cancel your time off.

If you already bid (all other agents with higher seniority or rank entered their requests), and multiple agents can bid for time off at once, you can still request time off or modify existing time off requests. See Bidding Alert for information on how the system alerts you when it is your turn to bid.

Selecting Another Time Off Rule

The name of the selected time off rule appears as a link near the top of these Time Off Manager pages: MY TIME OFF tab, HOLIDAY PREFERENCES tab, TIME OFF ALLOTMENTS tab. To select a different time off rule, click the time off rule link to go back to the Rule Selection page (see Selecting a Time Off Rule).

Time Format

If the selected time off rule calculates time off in hours and minutes, the Time format field allows you to select the format for the times in these locations:

Time off summary table of the MY TIME OFF tab
Time Off Summary window (from the Time off summary link on the Request time off page)
Time off allotments table of the TIME OFF ALLOTMENTS tab
Time Off Allotments window (from the Time off allotments link on the Request time off page)

Select HH:MM if you want to see values in hours and minutes. This is the default. Select DD:HH:MM to see values formatted as days, hours, and minutes. This field appears on the MY TIME OFF tab, the Time Off Summary window, the TIME OFF ALLOTMENTS tab, and the Time Off Allotments window.

If the selected time off rule calculates time off in days, the Time format field is view only and displays Days. These values display in the format #.##.

My Time Off

The Time Off Manager - MY TIME OFF tab allows you to view your time off information, in Text view or Calendar view, for the selected time off rule. You can also view instructions, view bidding data, print time off data, and request, edit, or cancel your time off. In the time off summary table, you can view the EARNED, CREDITED, CO FROM LAST YEAR, TAKEN, PLANNED, DEBITED, and CO TO NEXT YEAR values for the time off rule’s time off types (or earnings types).

The MY TIME OFF tab displays times in the time zone of your MU.

Figure 80 MY TIME OFF Tab - Calendar View

To view this tab in a Text view, rather than a Calendar view, click Text view. See My Time Off - Text View for details on the Text view of the MY TIME OFF tab. For details on the fields and links that appear on multiple Time off Manager pages, see Time Off Manager Tabs.

Refer to these topics:

Instructions

Click Instructions at the top of the MY TIME OFF tab to see instructions for time off bidding, as specified by a supervisor for the time off rule. Click Close to close the Instructions window. This link appears in both the Calendar view and Text view of the MY TIME OFF tab.

Bidding Data

Click Bidding data at the top of the MY TIME OFF tab to open the Bidding data window. This window displays information about your work week (if applicable), valid time off selection ranges, and other information such as your bidding order.

Figure 81 Bidding data Window

The Bidding data window fields include:

Work week
This section appears if you have a defined number of days to work each week, or a defined number of hours that make up a full day for each day of the week.
Valid selection ranges
This section displays the icon and description of each time off code defined for the time off rule, with Wait List being the last entry. This section also displays the earliest and latest dates you can select time off for each time off type.
The FROM and TO dates represent the date range within the time off rule in which you can make time off selections for the time off type.
Additional information
This section displays your seniority date and extension, alternate seniority date and extension, or rank, based on the time off rule’s bidding order. The Order in the bidding list field displays your order in the bidding list for the TOG. This section also includes your work status, indicating whether you work Full Time or Part Time.

Click Close to close the Bidding data window. The Bidding data link appears in both the Calendar view and Text view of the MY TIME OFF tab.

Color Key

Click Color key at the top of the MY TIME OFF tab - Calendar view to open the Color Key window. This window displays the time off status associated with each color on the calendars in the Calendar view. For more information on associating the colors with the dates on the calendar, see Calendar Colors and Links.

Click Close to close the Color Key window. This link does not appear in the Text view of the MY TIME OFF tab.

Printable View

Click Printable view at the top of the MY TIME OFF tab to display a separate window with a printable view of your time off information. See Printing Time Off Data for detailed information on printing this page. This link appears in both the Calendar view and Text view of the MY TIME OFF tab.

My Time Off - Text View

The system displays the Text view of the MY TIME OFF tab when you click Text view from the Calendar view of the MY TIME OFF tab. In the Text view, you can view your time off summary data for the selected time off rule, as well as information about taken, planned, and canceled time off. You can also click links to see bidding instructions, view bidding data, print time off information, or request time off.

Figure 82 MY TIME OFF Tab - Text View

The information in this section describe each of the data tables on this tab (time off summary, taken, planned, and canceled). You can sort each column heading in ascending order within the table by clicking on the column header (except for the time off summary table, which you cannot sort). Click again to sort in descending order. You can sort data by any column except the DETAILS, EDIT, and CANCEL columns.

Refer to these topics:

Time Off Summary Table

For all time columns, if the selected time off rule calculates time off in hours and minutes, the format of these values depend on the display format selected in the Time format field, FTE days (in the format DD:HH:MM) or hours (in the format HH:MM). If the selected time off rule calculates time off in days, these values are in days (in the format #.##). The system displays zero values as blank.

The columns in the time off summary table include:

SHOW
This column contains checkboxes that allow you to select the time off types to include in the Taken, Planned, and Canceled tables below the time off summary table. You can easily see the type of time off taken or planned on each day by showing or hiding the time off selections for each time off type.
These checkboxes default to checked, which means the data in the Taken, Planned, and Canceled tables includes information for all time off types. If you do not want to see information for all time off types, clear the SHOW checkboxes for the time off types you do not want to include in the tables on this tab.
TIME OFF TYPE
This view only column displays the name of each earnings type associated with the selected time off rule. In addition, if there are any time off codes associated with the earnings type for which you may enter time off or that have taken or planned time, the time off summary table lists the icon and name of these time off codes as well. If the earnings type has only one time off code, the icon for the time off code appears next to the earnings type name.
This column contains only those earnings types with summary data (earned, credited, debited, CO from last year, CO to next year), or that have at least one time off code for which you can enter time off or that have taken or planned time.
EARNED
This view only column displays the time off you earned for the time off type.
CREDITED
This view only column displays the additional time off given to you for the time off type. The system adds this CREDITED value to EARNED and CO FROM LAST YEAR to determine the total amount of time you can take or plan to take for the time off type.
CO FROM LAST YEAR
This view only column displays the time off you carried over from the last time off rule date range into this time off rule date range for the time off type. The system adds this CO FROM LAST YEAR value to EARNED and CREDITED to determine the total amount of time you can take or plan to take for the time off type.
TAKEN
This view only column displays the time off, of the time off type, you have taken during the time off rule date range (regardless of your TOG). This value is the sum of your time off taken between the time off rule’s start date and the Master From date (including the time off rule’s start date).
If the Master From date is the same as or later than the time off rule's end date, the system considers the rule to be closed out and the taken time includes all days in the time off rule, including the time off rule's end date.
If your schedule crosses midnight, the system counts the taken time off on the date the schedule begins.
Note
If there are overlapping time off rules with the same time off activity code defined, the taken time can vary depending on which rule you use to view the taken time.
PLANNED
This view only column displays the time off, of the time off type, you requested for future dates during the time off rule date range (regardless of your TOG). This value is the sum of the lengths of your time off future activities, for the time off type, on the dates between the Master From date and the time off rule’s end date (including both of these dates).
If the Master From date is the same as or later than the time off rule's end date, the system considers the rule to be closed out and the planned time is zero.
DEBITED
This view only column displays the time off manually debited for you for the time off type in the currently selected time off rule.
CO TO NEXT YEAR
This view only column displays the time off you carried over from the currently selected time off rule date range into the new time off rule date range.
REMAINING
This view only column displays the time off you have remaining to select for the time off type.
The calculation for the remaining time is:
Remaining = Earned + Credited + COFromLastYear - Taken - Planned - Debited - COToNextYear

Taken Table

This table contains information about the time off you have taken. If multiple instances of the same time off activity code occur on the same date, the system combines these in one row. The Taken table displays your time off for dates on or after the time off rule’s start date, and before the Master From date.

If the Master From date is the same as or later than the time off rule's end date, the system considers the rule to be closed out and the taken time includes all days in the time off rule, including the time off rule's end date.

Only time off types for which you checked the SHOW option in the time off summary table display in the Taken table. So, if you clear the SHOW option for any of the time off types, the Taken table does not display taken time off for those time off types.

The system initially sorts the rows in this table by date, then by time. However, you can sort the data in this table by clicking on any column header, except the DETAILS column.

If there are no records to display in this table, you see No data available.

The columns in the Taken table include:

DETAILS
Click Details to open the Time Off Request Details window, which allows you to view detailed information about your taken time off. See View Time Off Request Details for more information on the Time Off Request Details window.
DAY
The day of the week you took the time off.
DATE
The date you took the time off, formatted based on your language preference.
TYPE
The type of time off you took, which is the activity code description associated with the time off type (time off code).
TIME
The time range of the taken time off (for example, 8:00 AM - 5:00 PM), formatted based on your language preference. The start time of the range is the earliest time of any taken time off for the date and time off type. The end time of the range is the latest time of any taken time off for the date and time off type.
LENGTH
The total length (actual length) of your taken time, for the time off type, for the day.
If the selected time off rule calculates time off in hours and minutes, the format of this value depends on the display format selected in the Time format field, FTE days (in the format DD:HH:MM) or hours (in the format HH:MM). If the selected time off rule calculates time off in days, this value is in hours (in the format HH:MM). The system displays zero values as blank.
COUNTS AS
If the selected time off rule calculates time off in days, the COUNTS AS column appears in the Taken table. This column displays your taken time off in days (in the format #.##), for the time off type, for the day.
The system displays zero values as blank.

If there are overlapping time off rules with the same time off activity code defined, the taken time can vary depending on which rule you use to view the taken time.

If your schedule crosses midnight, the system counts the taken time off on the date the schedule begins.

Planned Table

This table contains information about the time off you requested, but have not yet taken. If multiple instances of the same time off activity code occur on the same date, the system counts these as separate requests and displays them on separate rows. The Planned table displays a row for each planned record that exists for you for dates that fall between the time off rule’s Master From date and the time off rule end date (inclusive of both dates).

If a week request contains one or more holidays, the holidays appear on a separate line, below the week row, when the holiday activity code is different from the request activity code.

If the Master From date is the same as or later than the time off rule's end date, the system considers the rule to be closed out and the planned time and wait list time is zero.

Note

The planned data includes time off future activities created for the selected time off rule, even if the activities are associated with a different TOG than your current TOG.

Only time off types for which you checked the SHOW option in the time off summary table display in the Planned table. This includes Wait List records (if the status is active). If you clear the SHOW option for any of the time off types, the Planned table does not display planned time off for those time off types.

The system initially sorts the rows in this table by date, then by time. However, you can sort the data in this table by clicking on any column header, except the EDIT and CANCEL columns.

If there are no records to display in this table, you see No data available.

The columns in the Planned table include:

EDIT
Click Edit to display the Edit time off request page. See Edit Time Off Request for details.
If you click this link for a holiday row that is part of a week request, the Edit time off request page opens for the week request.
The Edit link only appears if you have permission to edit time off requests.
DAY
For full and partial day requests, this is the day of the week you are planning to take time off. For week requests, this column displays Week.
DATE RANGE
The date range you are planning to take the time off, formatted based on your language preference. If the request is for a full or partial day, this column displays one date. For week requests, this column displays the date range of the week.
TYPE
The type of time off you plan to take, which is the activity code description associated with the time off type (time off code).
TIME
The time range of the planned time off, formatted based on your language preference. For week requests, this column displays All Week. For full day requests, this column displays All Day. For partial day requests, this column displays the requested time range.
For holidays in a week displayed on a separate line, this column displays All Day.
LENGTH
The total length (actual length) of your planned time off, for the time off type, for the day or week.
If the selected time off rule calculates time off in hours and minutes, the format of this value depends on the display format selected in the Time format field, FTE days (in the format DD:HH:MM) or hours (in the format HH:MM). If the selected time off rule calculates time off in days, this value is in hours (in the format HH:MM). The system displays zero values as blank.
COUNTS AS
If the selected time off rule calculates time off in days, the COUNTS AS column appears in the Planned table. This column displays your planned time off in days (in the format #.##), for the time off type, for the day or week.
The system displays zero values as blank.
CANCEL
Click Cancel to cancel the time off request. The system displays a confirmation message.
Click OK to cancel the time off request. The system returns to the MY TIME OFF tab where the time off request now appears in the Canceled table and no longer appears in the Planned table. The system also updates the time off summary table to reflect the cancellation. Click Cancel to close the confirmation message and return to the MY TIME OFF tab without canceling the time off request.
If you click this link for a holiday row that is part of a week request, the cancellation applies to the entire week of time off.
The Cancel link only appears if you have permission to cancel time off requests.

When canceling or shortening (by editing) a time off request, the system reserves or releases the time off, depending on the time off rule’s configuration.

Canceled Table

This table contains information about the time off you requested that you or a supervisor subsequently canceled. The Canceled table displays a row for each canceled record that exists for you for dates that fall between the time off rule’s start and end dates.

If a week request contains one or more holidays, the holidays appear on a separate line when the holiday activity code is also a time off type.

Note

The canceled data includes time off future activities created for the selected time off rule, even if the activities are associated with a different TOG than your current TOG.

Only time off types for which you checked the SHOW option in the time off summary table display in the Canceled table. This includes Wait List records with a status of canceled. If you clear the SHOW option for any of the time off types, the Canceled table does not display canceled time off for those time off types.

The system initially sorts the rows in this table by date, then by time. However, you can sort the data in this table by clicking on any column header, except the DETAILS column.

If there are no records to display in this table, you see No data available.

The columns in the Canceled table include:

DETAILS
Click Details to open the Time off Request Details window, which allows you to view detailed information about your canceled time off. See View Time Off Request Details for more information on the Time Off Request Details window.
DAY
For full and partial day requests, this is the day of the week of the time off request. For week requests, this column displays Week.
DATE RANGE
The date range of the time off request, formatted based on your language preference. If the request is for a full or partial day, this column displays one date. For week requests, this column displays the date range of the week.
TYPE
The type of time off you requested, which is the activity code description associated with the time off type (time off code).
TIME
The time range of the time off request, formatted based on your language preference. For week requests, this column displays All Week. For full day requests, this column displays All Day. For partial day requests, this column displays the requested time range.
For holidays in a week displayed on a separate line, this column displays All Day.
LENGTH
The total length (actual length) of time off, of the time off type, you requested and canceled for the day or week.
If the selected time off rule calculates time off in hours and minutes, the format of this value depends on the display format selected in the Time format field, FTE days (in the format DD:HH:MM) or hours (in the format HH:MM). If the selected time off rule calculates time off in days, this value is in hours (in the format HH:MM). The system displays zero values as blank.
COUNTS AS
If the selected time off rule calculates time off in days, the COUNTS AS column appears in the Canceled table. This column displays your canceled time off in days (in the format #.##), for the time off type, for the day or week.
The system displays zero values as blank.

View Time Off Request Details

To view details for time off you have taken or canceled, click Details in the Taken or Canceled tables of the MY TIME OFF tab - Text view.

Figure 83 Time Off Request Details Window

You also see this window when you click on any taken date in the Calendar view of the MY TIME OFF tab (see Calendar Colors and Links), or when you click View additional information on the Edit time off request page (see View Additional Information).

The view only information on the Time Off Request Details window includes:

Time off type
The activity code icon and description that represents the requested time off type.
Date
The date of the time off request, formatted based on your language preference. This field appears for time off details for a single date.
Start date
The start date of the time off request, formatted based on your language preference. This field appears for planned or canceled time off details for week requests.
End date
The end date of the time off request, formatted based on your language preference. This field appears for planned or canceled time off details for week requests.
Time
The time range of the time off request, formatted based on your language preference. For week requests, this field displays All Week. For full day requests, this field displays All Day. For partial day requests, this field displays the requested time range. For taken time, the system displays the earliest start time of the time off type and the latest end time of the time off type.
Taken length
The time off taken (the actual length), for the time off type, for the day (in HH:MM format). This field only appears for taken time off details.
Counts as
If the selected time off rule calculates time off in days, the Counts as field appears next to the Taken length field in the Time Off Request Details window. This field displays the taken time off in days (in the format #.##), for the time off type, for the day. This field only appears for taken time off details.
Request length
The total length of the requested amount of time off (in HH:MM format).
For taken time off, if the time off is for a week, this column displays the length of your full day, rather than being the total amount of time requested for the entire week.
Counts as
If the selected time off rule calculates time off in days, the Counts as field appears next to the Request length field in the Time Off Request Details window. This field displays the requested time off in days (in the format #.##).
Days
The day or days of the week to which the time off request applies. This field displays each day of the week to which the request applies in dark color and the remaining days of the week in medium color.
Status
The current status of the time off request.
- taken
  Time off requested before the Master From date (taken time off).
- scheduled
  Time off requested on and after the Master From date (planned time off).
- wait listed
  Time off request on a wait list.
- canceled
  Canceled time off request.
The values for the status vary depending on how you access the Time Off Request Details window. For example, when you access the window from the Taken table of the MY TIME OFF tab, the status is taken. When you access the window from the View additional information link on the Edit time off request page, the status could be scheduled or wait listed.
Comments
The comment associated with this time off request. You can enter comments when requesting time off, if you have permission to add comments. Supervisors can enter comments when requesting time off for you.
Rule
The time off rule associated with the time off request.
Requested by
The name of the agent or supervisor who entered the original time off request.
Originally requested
The date and time the agent or supervisor entered the original time off request, formatted based on your language preference.
Last modified by
The name of the agent or supervisor who last modified the time off request.
Last modified
The last modification date and time, formatted based on your language preference.

Click Close to close the Time Off Request Details window.

My Time Off - Calendar View

The MY TIME OFF tab displays the Calendar view by default, unless your last selection (in the current login session) was Text view. If the MY TIME OFF tab displays the Text view, click Calendar view at the top of this tab to see the Calendar view. This tab provides a Calendar view of your time off requests, as well as the status of each day in the time off rule. The system displays a calendar for each month in the currently selected time off rule and colors the days in each calendar according to their status (as described in Calendar Colors and Links).

Just as in the MY TIME OFF tab - Text view, you can view your time off summary information, view time off information about taken, planned, and canceled time off, see bidding instructions, view bidding data, print time off information, or request time off.

If you prefer to view this tab in Text view rather than Calendar view, click Text view. See My Time Off - Text View for details on the Text view of the MY TIME OFF tab.

Refer to these topics:

Time Off Summary Table

The time off summary table gives you information about each time off type, such as earned, taken, planned, and remaining time off. If the currently selected time off rule does not track a time off type, the fields for that time off type are blank. You cannot change the sort order of the time off summary table. The fields in the time off summary table are the same as described in Time Off Summary Table, except the SHOW column checkboxes apply to the data in the calendars described below instead of the tables.

If you check the SHOW option for a time off type, the calendar dates where you have taken or planned time off for the time off type display in blue (taken or planned). If you clear this option for a time off type, the calendar does not show these dates as taken or planned (in blue) for the time off type. For more information on associating the colors with the dates on the calendar, see Calendar Colors and Links.

Calendar Colors and Links

The bottom portion of the MY TIME OFF tab - Calendar view displays a monthly calendar for each month that falls within the currently selected time off rule’s start and end dates. The system displays each day in each month according to its current status, as described in Color Key.

When you click on a date on the calendar, the system displays your time off information for that date, depending on the time off status.

Note

You must select the SHOW option for the time off types you want represented in the colors on the calendar.

Available (light gray)
Clicking on a light gray Available date in the calender displays the Request time off page (see Requesting Time Off).
Not Available - before Master From date (red)
There is no link associated with a red Not Available date in the calendar that is before the Master From date. A Not Available date is a date that has no time remaining to select for the TOG.
Not Available - on or after Master From date (red)
Clicking on a red Not Available date in the calendar for a date that is on or after the Master From date displays the Request time off page (see Requesting Time Off). The Type of time off field defaults to Wait List. A Not Available date is a date that has no time remaining to select for the TOG.
Taken (blue)
Clicking on a blue Taken date in the calendar displays the Time Off Request Details window (see View Time Off Request Details). A Taken date indicates you have one or more time off selections on the date, and the date is before the Master From date.
Note
If you have data from multiple TOGs, the taken time could cross several TOGs.
Planned (blue)
Clicking on a blue Planned date in the calendar displays the Edit time off request page (see Edit Time Off Request). A Planned date indicates you have one or more time off requests on the date, and the date is on or after the Master From date.
Note
The planned data includes time off future activities created for the selected time off rule, even if the activities are associated with different TOGs.
Wait List (light blue)
Clicking on a light blueWait List date in the calendar displays the Edit time off request page (see Edit Time Off Request). A Wait List date indicates you are on a wait list for the date.
Open Holiday or Closed Holiday - before Master From date or current date (green or yellow)
There is no link associated with a green Open Holiday or a yellow Closed Holiday date in the calendar that is before the Master From date or before the current date.
Open Holiday or Closed Holiday - on or after Master From date or current date (green or yellow)
Clicking on a green Open Holiday or a yellow Closed Holiday date in the calender that is on or after the Master From date and the current date displays the Edit time off request page, if a time off request exists for the date (see Edit Time Off Request). If a time off request does not exist for the date, the system displays the Request time off page (see Requesting Time Off). A green Open Holiday date indicates a holiday your MU is open. A yellow Closed Holiday date indicates a holiday your MU is closed.
Forced Off (fuchsia)
Clicking on a fuchsia Forced Off date in the calendar displays the Edit time off request page (see Edit Time Off Request). A fuchsia Forced Off date indicates the date is a forced day off for you.
Out Of Range (white)
There is no link for dates with this status, so no action occurs when you click on a date that has a white background. A white Out of Range date indicates the date falls outside the time off rule’s date range, outside the time off rule’s Master date range, or before the current date.
Selections Not Allowed (white)
There is no link for dates with this status, so no action occurs when you click on a date that has a white background. A white Selections Not Allowed date indicates you do not work on the date.

If more than one status applies to the same date, the color of the date on the calendar is the status with the highest priority. The status priority, from greatest to least, is:

Out of Range - the date is outside the time off rule’s date range
Taken or Planned
Wait List
Closed Holiday
Open Holiday
Forced Off
Not Available
Out of Range - the date is outside the Master date range or the date is before the current date
Selections Not Allowed
Available

Printing Time Off Data

Click Printable view at the top of the MY TIME OFF tab (Text view or Calendar view) to display a separate window with a printable view of your time off information. The name of the selected time off rule displayed near the top of the Printable view is not a link, as it is on the MY TIME OFF tab.

Figure 84 My Time Off Requests Window - Printable View

The fields on the Printable view of the MY TIME OFF tab are similar to the fields explained in My Time Off - Text View, with this additional data:

REQUEST LENGTH
The actual amount of time off requested (in HH:MM format). For taken time off, if the time off is for a week, this column displays the length of your full day, rather than being the total amount of time requested for the entire week.
COUNTS AS
If the selected time off rule calculates time off in days, the COUNTS AS column appears next to the REQUEST LENGTH column. This column displays the time off requested in days (in the format #.##).
LAST MODIFIED
The last modification date and time of the time off requests, formatted based on your language preference.
COMMENTS
The comments associated with the time off requests. You can enter comments when requesting time off, if you have permission to add comments. Supervisors can enter comments when requesting time off for you.

To print this page, click Send to printer in the Printable view. The browser’s Print dialog opens, allowing you to select the print properties and print your time off information.

Requesting Time Off

Click Request time off at the top of the MY TIME OFF tab (Text view or Calendar view) to request time off.

The Request time off link is also available on the HOLIDAY PREFERENCES tab and the TIME OFF ALLOTMENTS tab. You can also access the Request time off page by clicking on a valid date for a time off request in the Calendar view of the MY TIME OFF tab (unless it is not your turn to bid).

Note

If bidding is by seniority or rank and it is not your turn to bid (because more senior agents have not yet bid), the Request time off link does not appear.

Figure 85 Request time off Page - Full Day

Figure 86 Request time off Page - Partial Day

When the system displays the Request time off page, the Time Off Manager tabs (MY TIME OFF, HOLIDAY PREFERENCES, or TIME OFF ALLOTMENTS) are still available. If you click on one of these tabs, the system does not submit the time off request.

Refer to these topics:

Instructions

Click Instructions to see instructions for time off bidding. For more information, see Instructions.

Bidding Data

Click Bidding data to open the Bidding data window. This window displays information about your work week (if applicable), valid time off selection ranges, and other information such as your bidding order. For more information, see Bidding Data.

Time Off Summary

Click Time off summary to display the time off summary data for the time off rule. This window contains the same information as the time off summary table on the MY TIME OFF tab, described in Time Off Summary Table, except there is no SHOW column. The system formats the values in the time columns based on the Time format field (see Time Format). Click Close to close the Time Off Summary window.

If requesting time off for a week containing holiday dates, the system counts the holiday dates in the week if the time off rule contains a holiday activity code that is also the time off type.

Time Off Allotments

Click Time off allotments to display the time off allotment data for your TOG and the time off rule. The Time off allotments link only appears if a supervisor configured your time off rule to allow agents to view one or more of these:

time off allotments data
the wait list
the time off list

The Time Off Allotments window contains the same information as the time off allotments table on the TIME OFF ALLOTMENTS tab, described in Time Off Allotments, except there is no Daily, Weekly, or Monthly view. Data displays for a maximum of 30 days, based on the date you are requesting time off or the current date.

The date range of the time off allotments data appears above the time off allotments table. The date range is based on the Start date from a Full day or Partial day length selection, or the week of date from a Week length selection (with the first day of week for the time off rule at the time you entered the Request time off page).

If the Length field is Full day or Partial day:

If you entered a Start date, the time off allotments date range includes the start date plus the following 29 days. For example, if you enter 1/4/17 for the start date, the date range displays as January 4, 2017 - February 2, 2017.
If you did not enter a Start date, the time off allotments date range includes the current date plus the following 29 days. For example, if the current date is 2/15/17, the date range displays as December 29, 2016 - January 27, 2017.

If the Length field is week of:

If you entered a week of date, the time off allotments date range includes the first day of week for the time off rule, based on the date entered, plus the following 29 days. For example, if you entered 2/15/17 for the week date and the first day of week for the time off rule is Monday, the date range displays as February 13, 2017 - March 14, 2017.
If you did not enter a week of date, the time off allotments date range includes the first day of week for the time off rule, based on the current date, plus the following 29 days. For example, if the current date is 2/13/17 and the first day of week for the time off rule is Monday, the date range displays as February 13, 2017 - March 14, 2017.

The system formats the values in the time columns based on the selection in the Time format field (see Time Format). Click Close to close the Time Off Allotments window.

Type of time off

Select the type of time off you would like to schedule. This list contains the names of the time off activity codes defined for the time off types of the currently selected time off rule. The list is in ascending priority order for the activity codes, with the Wait List code at the bottom. The default type of time off is the first time off activity code in the list.

Length

Select the length of the time off request that you would like to submit. Choices for the length are Full day, Partial day, and Week. The default is the first length in the list.

If the only length choice is Week, you can only request time off for a week, not individual days.

Start date or Week of

The label for this field depends on the length selection. If the Length field is Full day or Partial day, this field label is Start date. If the Length field is Week, this field label is week of.

Enter a start date for the time off request, or select a date from the calendar (click ). For a full or partial day request, this date represents the start date of the request. For a week request, this is the start date of the week. The date format depends on your language preference. This field displays the expected date format by default (for example, M/d/yy). If you selected a calendar date in the MY TIME OFF tab - Calendar view, this field defaults to the selected calendar date.

The date must not be before any of these dates: the current date, the time off rule start date, the Master From date, or your start date for the time off type. The date must not be after any of these dates: the time off rule end date, the Master To date, or your end date for the time off type.

End date

Enter an end date for the time off request, or select a date from the calendar. If the start and end dates are the same, because you are only requesting one day off, you can leave the End date field blank.

If you are requesting time off for a day that crosses midnight, the start and end dates must be the same (the start date of the time off request). In this case, leave the End date blank or make it the same as the Start date.

The end date must be on or after the start date. The date format depends on your language preference. This field displays the expected date format by default (for example, M/d/yy). If you selected a calendar date in the MY TIME OFF tab - Calendar view, this field defaults to the selected calendar date.

The end date must not be before any of these dates: the current date, the time off rule start date, the Master From date, or your start date for the time off type. The end date must not be after any of these dates: the time off rule end date, the Master To date, or your end date for the time off type.

If the Length field is Week, the End date field does not appear. In this case, the end date is the last day of the week that begins on the selected start date.

Start time/End time

If the Length field is Partial day, the system displays the Start time and End time fields. Select the start and end times of the time off request, in 12–hour format (HH:MM AM/PM) or 24–hour format (HH:MM), depending on your language preference.

You must enter a time that follows the partial day requests settings configured for the time off type you select, such as length increments and minimum and maximum times allowed.

If you enter an end time that is earlier than the start time, the system assumes the request crosses midnight.

Comments

Enter a comment for the time off request in the Comments field. You can enter up to 20 characters, except &, |, or /. This field does not appear if you do not have permission to add comments.

Submit or Cancel a Request

Click Cancel to cancel the time off request and return to the MY TIME OFF tab without submitting the request.

Click Submit to submit the time off request. If the request is valid, the system processes it. If the request is not valid, the system displays one or more messages in red text at the top of the Request time off page, and does not process the request. For example, if you do not enter a start date, this message appears in red text at the top of the page: The start date is invalid.

If you access the Request time off window when it is not your turn to bid, this note appears instead of the Submit button: Requests may not be added since agents with higher seniority have not yet completed the bidding process.

If there are errors during the validation of your request, informational error messages display when you click Submit to help you correct the problem. You must correct these errors, and then resubmit your time off request. After you make corrections and resubmit your request, you can still get error messages for the values you entered. Use these informational messages to help you make the necessary changes.

Once the initial validations on the data in the Request time off page complete without errors, the system displays the Request time off - confirmation page indicating Your request has been submitted. See Request Confirmation Page for details about the confirmation page. For the initial validations and the validations included in the Request time off - confirmation page, see Time Off Validations. The system updates the MY TIME OFF tab and the TIME OFF ALLOTMENTS tab to reflect the time off changes based on the granted time off requests.

Special Validation for Week Selections

If the Length field is Week and the start date does not fall on the time off rule’s first day of the week, this message displays on a new page:

Warning:

A week request must begin on a <time off rule first day of week>.

If you continue, your request will be submitted for <time off rule first day of week date> - <last day of week date>.

(Your requested start date was <requested start day of week, date>.)

This request validation message page has two buttons available: Change my dates and continue and Cancel and go back. Click Change my dates and continue to automatically change the start date to the first date of the selected week and continue the validations using the new date. Click Cancel and go back to return to the Request time off page without submitting the request. In this case, the fields on the Request time off page return to their default values.

Request Confirmation Page

Once the initial validations on the data in the Request time off page are complete without errors, the system displays the Request time off - confirmation page indicating Your request has been submitted. This page displays the status of each request you submitted. If you submitted a week request, the confirmation page displays one line for the week. Otherwise, the page displays one line for each date in the range you specified in the time off request. If a granted week request contains one or more holidays, and the time off rule holiday activity code is different from the request time off activity code, this page displays the holidays on a separate line, below the week row.

Figure 87 Request time off - Confirmation Page

The confirmation page indicates the status of each time off date requested as granted or denied. It is possible for the system to grant some of the dates you requested, while denying other requested dates. If the system could not save your time off request, the confirmation page displays the request with a failed status.

You can access the instructions, bidding data, and time off summary information from the confirmation page. See Instructions, Bidding Data, and Time Off Summary for details.

Note

If you have a time limit for completing your time off requests, the timer begins once the system displays the confirmation page. See Timer Runs Out for more information about the time off request timer.

Refer to these topics:

Date

The date or date range of the time off request, formatted based on your language preference. For a single day, this field also displays the abbreviated day of the week. For a week, this field displays the date range of the week.

Type

This is the icon and description of the time off type (time off activity code).

Time

The time range of the time off request, formatted based on your language preference. For week requests, this field displays All Week. For full day requests, this field displays All Day. For partial day requests, this field displays the start and end times of the request.

For holidays in a week displayed on a separate line, this field displays All Day.

Length

The actual amount of time off requested (in HH:MM format). The length is zero when the request status is Denied or Failed.

Counts As

If the selected time off rule calculates time off in days, the COUNTS AS column appears next to the LENGTH column. This column displays the time off requested in days (in the format #.##). This value is zero when the request status is Denied or Failed.

Status

For each date, this column displays an icon ( or ) next to the status of the time off request. The request status can be granted, Denied, or Failed. The Failed status indicates an error occurred while saving the request.

If a granted week request contains one or more holidays and the time off rule activity code is different from the request time off activity code, the granted holiday records display separately, below the week row.

Reason

If a validation fails for a time off request date, this column displays the reason for the Denied status. For instance if your request overlaps an existing request, the REASON column would display the text: This request overlaps an existing request. If you requested more time off than you have available, the REASON column displays a message similar to this: The amount of Vacation time you have remaining is 2:00. Therefore, your request for 8:00 could not be granted.

The REASON column displays -- for granted requests.

To submit another time off request, see Submit Another Request. For the validations included in the Request time off - confirmation page, see Time Off Validations.

Submit Another Request

To submit another time off request, click No, I would like to enter another request to return to the Request time off page. Follow the instructions detailed in Requesting Time Off to submit another request for time off. If a supervisor defined a timer to limit the time you have to complete your bidding, this timer continues running. See Timer Runs Out for more information on the bidding timer.

Finish Time Off Request

When you finish requesting time off, click Yes, I am finished to return to the MY TIME OFF tab. The system updates the MY TIME OFF tab and the TIME OFF ALLOTMENTS tab to reflect the time off changes based on the granted time off requests.

If bidding is by seniority or rank, the system displays a confirmation message window when you click Yes, I am finished.

Click Yes to end your turn for requesting time off, close the confirmation message window, and return to the MY TIME OFF tab. The system updates the MY TIME OFF tab and the TIME OFF ALLOTMENTS tab to reflect the time off changes based on the granted time off requests.

Click No to close the confirmation message window and return to the Request time off - confirmation page without ending your turn for requesting time off.

Timer Runs Out

If you bid for time off in seniority or rank order, a supervisor can configure a timer to limit the time you have to complete your time off requests. If the timer runs out while you are still adding time off requests, the system displays the Finished bidding window.

Figure 88 Finished Bidding Window

If you have more time off requests to enter, click No, I am still entering requests to reset the timer for the time off rule and close the Finished bidding window.

If you are done entering time off requests, click Yes, I am finished. The system displays a confirmation message window.

Click Yes to close the confirmation message window and the Finished bidding window and allow the next agent in line to begin bidding.

Click No to close the confirmation message window and return to the Finished bidding window without ending your turn for requesting time off.

The timer resets if you close this window without clicking Yes, I am finished or No, I am still entering requests.

If you are logged out of NICE WebStation when the timer runs out, the system notifies the next agent in the bidding list to now enter time off requests. If you did not finish entering your time off requests, use the Request time off page to submit the rest of your time off requests when it is your turn to bid again (see Requesting Time Off).

When bidding by seniority or rank, you can edit your time off requests, if agents with a higher seniority or rank are done entering their time off requests and multiple agents can enter time off at a time (see Edit Time Off Request).

Edit Time Off Request

To modify a time off request, click Edit for the time off request in the Planned table of the MY TIME OFF tab - Text view, or click on the planned date on the calendar of the MY TIME OFF tab - Calendar view.

Figure 89 Edit time off request Page

You can access the instructions, bidding data, and time off summary information from the Edit time off request page. See Instructions, Bidding Data, and Time Off Summary for details. The information in these windows can be helpful to you while you are editing your time off requests.

The fields on the Edit time off request page are the same as the fields described in Requesting Time Off, with the addition of the fields and buttons described below. You can edit all the fields on this page, except the date fields. The Date field (for full or partial day requests) or Start date and End date fields (for week requests) are view only. The default values for the fields in the Edit time off request page are the values for the existing time off request.

When deleting or shortening (by editing) a time off request, the system reserves or releases the time off, depending on the time off rule's configuration.

When editing a time off request:

You cannot change an existing time off request to a wait list request.
You cannot change an existing full or partial day request to a week request.
If the time off rule configuration does not allow weeks to be converted to individual days, you cannot change the length field when editing a week request.
If the time off rule configuration only allows you to request time off in full weeks, you cannot change the length when editing a week request.

Refer to these topics:

Days

If the original time off request was for a week, and you change the length to Full day or Partial day, the Days field appears. This field displays checkboxes for each day of the week, allowing you to select the days of the week you want to keep, and clear the days you want to cancel. The Days field initially displays the days of the week included in the original time off request as checked. The system orders the days beginning with the time off rule’s first day of week. Clear the checkbox for any day you do not want to keep as a day off. The system does not allow you to change a full or partial day request to a week request.

If there is a holiday in the original week time off request, the system unchecks the day of the week for the holiday.

View Additional Information

Click View additional information to display the Time Off Request Details window, as described in View Time Off Request Details.

Save Changes

Click Save changes to save your time off request changes. If the request is valid, the system processes it. If the request is not valid, the system displays one or more messages in red text at the top of the Edit time off request page, and does not process the request.

Once the initial validations on the data in the Edit time off request page are complete without errors (see Time Off Validations), the system displays the Request time off - confirmation page indicating Your request has been submitted. See Request Confirmation Page for details about the confirmation page. The system updates the MY TIME OFF tab and the TIME OFF ALLOTMENTS tab to reflect the time off request changes based on the granted time off requests.

If you cannot modify or delete a request because the request no longer exists, the system displays a message on the Edit time off request page that there was a problem creating/updating the time off request. This could occur if a supervisor cancels your request before you click Save changes or Delete request on this page.

Note

Since you are not able to modify the dates in the Edit time off request page, certain validations, such as those for an invalid date, are not applicable. However, the system still validates the requested dates to verify they fall on a date you can modify.

If bidding by seniority or rank and it is not your turn to bid, the Save changes button does not display until it is your turn to bid. Instead, you see this message in place of the button: Requests may not be modified since agents with higher seniority have not yet completed the bidding process.

Delete Request

If you have permission to delete requested days, the Delete request button is available on the Edit time off request page. If you do not have permission to delete requested days, the Delete request button does not appear and the system displays this message above the remaining buttons: Time off requests may not be deleted.

If bidding by seniority or rank, the Delete request button does not appear until it is your turn to bid.

Click Delete request to delete (or cancel) the time off request. The system displays a confirmation message window. Click OK to delete the time off request and return to the MY TIME OFF tab. Click Cancel to close the confirmation message window without deleting the time off request and return to the Edit time off request page.

Once you delete a time off request, the request moves from the Planned table to the Canceled table in the MY TIME OFF tab - Text view. The system updates the MY TIME OFF tab and the TIME OFF ALLOTMENTS tab to reflect the time off changes based on the deleted time off request.

Cancel and Return to My Time Off

Click Cancel and return to my time off to return to the MY TIME OFF tab without saving any changes to the time off request.

Time Off Validations

If any of the time off validations fail, the system does not save the time off request. The error messages display on the request page (Request time off page or Edit time off request page) or in the REASON column of the Request time off - confirmation page. Since the system treats each date in the request range individually for full and partial day requests, it is possible for the system to grant some requests while denying others. The following table lists the validations for time off requests.

Table 9

Initial Validations
The From and To dates for the time off type are blank.
The Comments field contains an invalid character (&, \|, /).
The Start date field is blank or contains an invalid date.
The End date field contains an invalid date.
The end date is earlier than the start date.
The start date or the end date falls before any of these dates: the current date, the time off rule start date, the Master From date, the start date for the time off type.
The start date or the end date falls after any of these dates: the time off rule end date, the Master To date, the end date for the time off type.
The start date falls before the date you moved to the current TOG.
Confirmation Page Validations
The Length field is Partial day, but the time off type has no partial day configuration defined (minimum hours, maximum hours, length increment, start increment).
The Length field is Partial day, and the time requested is less than the time off type’s minimum hours.
The Length field is Partial day, and the time requested is greater than the time off type’s maximum hours.
The Length field is Partial day, and the time requested is not on the time off type’s length increment.
The Length field is Partial day, and the start time is not on the time off type’s start increment.
The Length field is Full day, the requested date is a holiday for your MU, and the time off type does not allow full day requests on holidays.
The Length field is Partial day, the requested date is a holiday for your MU, and the time off type does not allow partial day requests on holidays.
The Length field is Week, the requested date is a holiday for your MU, and the time off type does not allow week requests on holidays.
The Length field is Full day or Partial day, and the time off rule does not allow single day requests on the selected day of the week.
The Length field is Full day or Partial day, but you do not work on the requested day.
The Length field is Week, but the time off rule does not allow week selections on any day of the week.
The Length field is Week, the selected time off type is not Wait List, and the number of days remaining to select is less than the number of days that must be selected for a week.
The Length field is Week, the selected time off type is Wait List, and the number of days remaining to select is greater than the number of days that must be selected for a week.
The Length field is Week and the required number of days for a week could not be selected.
The requested date and time overlaps an existing request.
The time off requested is greater than the time you have remaining for the time off type.
The selected time off type is anything other than Wait List and the time off requested is greater than the time remaining for the TOG.
The selected time off type is Wait List and the time off requested is less than the time remaining for the TOG.
The time off rule only allows you to request full weeks, and if the system grants this request, the total number of weeks the system granted would exceed the time off rule maximum.
The time off rule allows you to request full weeks and individual days, and if the system grants this request, the total number of days the system granted would exceed the time off rule maximum.
The Length field is Partial day, and if the system grants this request, the total amount of time granted to you in partial day requests for this time off type would exceed your maximum.
The Length field is Full day or Partial day, and if the system grants this request, the total amount of time granted to you for this time off type would be less than your minimum number of weeks.

Holiday Preferences

On the Time Off Manager - HOLIDAY PREFERENCES tab, you can enter or view your work preferences for each holiday your MU is open or closed. If you can bid, you can also click Request time off to submit a time off request, as described in Requesting Time Off.

Note

The HOLIDAY PREFERENCES tab only appears if a supervisor enabled holiday preference selection for your time off rule.

Figure 90 HOLIDAY PREFERENCES Tab

For details on the fields and links that appear on multiple Time Off Manager pages, see Time Off Manager Tabs.

Refer to these topics:

Date Range

The date range of the currently selected time off rule appears above the holiday preferences table. To select a different time off rule, click the time off rule link above the table (see Selecting Another Time Off Rule) to display the Rule Selection page (see Selecting a Time Off Rule).

Day

This view only column displays the day of the week on which the holiday falls.

Date

This view only column displays the date of the holiday. The holiday date must fall within the start and end dates of the selected time off rule date range.

Holiday

This view only column displays the name of the holiday.

Open/Closed

This view only column indicates whether your MU is Open or Closed on the holiday.

Preference

For each holiday, select a holiday preference. Although you are able to select preferences for the holidays, you may not always get the selected preference for each holiday. On the HOLIDAY PREFERENCES tab, you are merely selecting your work preferences for the holidays. The scheduler takes your holiday preferences into account when scheduling you for holidays, however, it may not always be possible to schedule according to your preferences.

For each holiday, select one of these options for your work preference:

NO PREFERENCE
Select this option if you have no preference about whether to work on the holiday. This option is the default for any holiday for which you or a supervisor has not yet selected a preference.
VOLUNTEER TO WORK
Select this option if you would like to work on the holiday.
REQUEST OFF
Select this option if you do not want to work on the holiday.

Submit or Cancel

Click Submit to save your holiday preferences and display the Holiday preferences - confirmation page. Click Cancel to return to the MY TIME OFF tab without saving any changes you made on the HOLIDAY PREFERENCES tab.

For each holiday, the Holiday preferences - confirmation page displays: day and date, name, open or closed status of your MU on the holiday, and your work preference. This page also includes the Request time off link, which allows you to submit a time off request, as described in Requesting Time Off.

Note

If bidding is by seniority or rank and it is not your turn to bid, the Request time off link does not appear.

Click the Click here to edit your preferences link on the Holiday preferences - confirmation page to return to the HOLIDAY PREFERENCES tab and make additional preference changes to the holidays, as described in Preference.