Managing Time Off Requests

Process Overview:

  1. Employee Submits Time Off Reuests Form

  2. HR Checks Calendar for no overlapping/Conflicting Time off Date

  3. If nothing is conflicting. Approve Time off (1-week max unless medical/maternity or 2-month notice)

  4. Email employee to inform whether their time off request has been approved or denied.

  5. Input dates into Vino Calendar

how to process time off requests into google calendar

  1. Access Google Calendar: Open your browser and navigate to Google Calendar by selecting it from your Google apps.

  2. Select the Appropriate Calendar: Ensure the correct calendar is visible (e.g., Team Time Off Calendar). You may see multiple calendars; uncheck others to focus on the relevant one.

  3. View Existing Time Off Requests: Look at the calendar in yearly view to see all current time off requests.This helps prevent conflicts and manage approvals based on availability.

  4. Create a New Event for the Time Off Request: Click on the date the time off starts to create a new event. In the event title, enter the employee's name and the type of leave (e.g., “Daniel’s Vacation”).

  5. Set Event Details:

    Type of Event: Ensure it’s an "Event" rather than "Out of Office" to avoid it being added to a personal calendar.

    Calendar Selection: Verify it's added to the Team Time Off Calendar. Event Status: Mark the event as "Busy" to block out time.

  6. Add the Employee as a Guest: In the "Guests" section, add the email address of the employee taking time off.

  7. Specify the Dates: Set the start and end dates for the time off (e.g., August 6th to August 9th).

  8. Save the Event: Click "Save" to finalize the entry. An invitation may be sent to the employee to confirm their addition to the event.