Leave
ITISeasy Leave
The absence module in ITISeasy.business V16 enables efficient management and application for vacation time and other absences. It expands the vacation and employee module with a variety of functions - for simple and transparent planning of absences. Regular vacation, additional vacation, planned vacation for the upcoming year, remaining vacation from the past year, expiration of old vacation days at the end of the month - you keep track of all eventualities.
ITISeasy.business Leave - Your ERP Vacation Management
Dashboard
In the dashboard view, the calendar displays all entered vacation or absence times.
Through the calendar view, you can see at a glance how many vacation days you still have available for the current year, the period during which you have taken vacation, and which vacation requests are still pending.
Absence requests can be created directly through the calendar view.
From the dashboard, you can navigate directly to other functions.
Vacation Requests
Request Vacation
From the dashboard, you can enter new absence times as shown in the screenshot.
By clicking on "new absence" or on a date in the calendar, you will be taken to the "new absence" view, where you can enter details of your absence, such as the category of absence (e.g., Paid Vacation, Illness), the start and end dates, and an optional description. For each vacation request, you can choose a substitute who will take over your tasks during your absence and additionally approve your vacation request in advance.
Other options are freely customizable in the configuration.
Alternatively, the vacation request can also be submitted via the "Approvals" section under "Absences". Under this menu, all absences associated with the user can be viewed. Additionally, absences for which you have been selected as a substitute can also be viewed here.
Once the vacation request has been created, there is no immediate action required from the employee. Upon approval or rejection of the request, the employee will be notified via email.
Specialties Vacation Substitute
If a substitute is selected in a vacation request, the substitute must confirm the request. Only after confirmation will the manager be authorized to approve the request in the next step.
ITISeasy.business informs the substitute through the following channels:
The substitute will receive an email notification stating that you have been selected as a substitute.
An activity will appear in your dashboard in ITISeasy.business prompting you to approve the request.
If the request is rejected, the requester will be informed via email.
New Feature: Company Vacation
The "Company Vacation" feature allows administrators to create company-wide vacations, automatically capturing all affected employees:
Here is how it works: An admin sets a company vacation via "Company Vacation," triggering the creation of a vacation request in "Draft" status for each affected employee automatically.
As an employee, you must actively confirm this preliminary request before it is forwarded for further approval to your manager and the HR department.
Various Vacation Reasons
In addition to the traditional annual leave, half-days off or the reduction of overtime can also be taken.
This eliminates the need for cumbersome solutions in vacation management, as ITISeasy.business easily accommodates all these scenarios.
For more information on the leave functionality of ITISeasy.business - get in touch with us.
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Special Leave
There are always reasons why an employee is granted additional vacation days.
Whether it's exceptional performance justifying extra leave, personal matters, or, in the example given, the birth of one's own child.With ITISeasy.business, special leave is quickly approved and added.
Approvals
The vacation entries are presented in an overview of vacation requests and are forwarded to the respective manager for approval.
The responsible manager is linked to the employee contact once and will receive approval requests automatically from now on.
The manager assigned to the employee can individually approve or reject each vacation request and add comments as needed.
To understand how working hours, absence/overtime, and vacation times accumulate, ITISeasy.business offers the functionality based on the posting principle.
Continuous Vacation Calculation
In the HR module, the posting principle comes into play, where, for example, the vacation entitlement and accounted days remain continuously up-to-date. You are always informed about how much remaining vacation your employees have and how these times accumulate.
Vacation Requests
In the employee contact profile, it is clearly recorded when and what type of vacation the employee has taken. From this information, the remaining vacation entitlement (28 days) is calculated, as shown in the screenshot above. The type 'Additional' or 'Vacation' determines whether the vacation days are added or deducted.
Integration with Attendance Time Tracking
The integration with attendance time tracking and the posting principle ensures that carrying over vacation into the new year is easily possible.
The remaining vacation entitlement is carried over to the next year and can be accounted for there according to rules, for example, until March.
Vacation Carryover to the Next Year
The 5 days of remaining vacation are separately carried over to the new year and accounted for. In ITISeasy.business, it is possible for this vacation to be automatically accounted for first in the new year.
Through planned actions, the expiration of vacation days can be addressed at any given time by deleting the entitlement on the specified date. An automated reminder email can also be set up in this case.
Overtime
Using the same principle, the overtime/absences are listed and clearly presented in the employee contact profile. Overtime is calculated from the balance of hours worked per day and the required hours per day, as defined in the working hours model.
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If Vacation is Shorter than Planned
Reversing Vacation Balance
A scenario that is not desired or occurs quite frequently but can be easily managed in ITISeasy.business. Your employee plans to take 8 days of summer vacation and needs to end the vacation after 5 days due to an emergency at the company. The 8 days of vacation are already approved and booked. How can this be rectified?
Rolling Back Vacation Request
The already approved request for 8 days can be easily rejected and changed to 5 days. The entry in the employee's vacation journal will be overwritten and updated.
Plan Vacation in Advance
Plan your Vacation for Next Year Today
It's a familiar scenario: Your boss asks you to start vacation planning for next year early to avoid staffing shortages, or you find a great deal with an early booking discount and want to book your flight.
With ITISeasy.business, this is easily achievable.
Separate Vacation Time Consideration
When booking vacation for the next year, it's important to consider vacation entitlements separately. In the example, 5 days of Easter vacation for 2020 were booked. ITISeasy.business recognizes this automatically and reduces the vacation entitlement for 2022 by 5 days.
The vacation entitlement for the current year remains unaffected by this adjustment.
Public Holidays
Recording Public Holidays
Also possible in the module is the recording of legal public holidays. The regional differences in public holidays can be a potential stumbling block for employee payroll in an ERP system.
Considering Regional Differences
Regional differences in public holidays can impact companies with branches in different countries or with offices in various states.
To avoid issues with payroll and vacation booking, ITISeasy.business can address this by configuring different sets of holidays for each relevant region.
BI Reports
Absence Analyses
With BI (Business Intelligence) reports, you can analyze the absence times of your employees in a report format at any time. Each table value on the X and Y-axis is freely configurable, allowing the reports to be tailored to your specific needs.
The reports can also be visualized in chart form.
Absence Analyses by Type
In the above example, the BI report was filtered by employee. Additionally, filtering can also be applied based on the type of absence.
This is particularly useful for regularly checking the absence times of employees on a monthly or yearly basis for trends or anomalies.
Facilitated Vacation Planning
Overview Function
The overview function is an essential part of the vacation management in ITISeasy.business.
For all employees, the current status of the vacation situation in the company is visible, practical, and clear. Once a vacation request is approved, it is displayed in the calendar overview.
ITISeasy.business - your Odoo Alternative
as an ERP System for Germany
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