Book more than 8h time off

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Hi All,

We've added travels as a time off type to allow users to book their travel time and enabling all other users to see that.

My problem is that users are not able to book more than 8h of that time off. 
I (Replicon admin) can do that, but not common users.

Is there a setting we can change that allows them to book more than 8h of travels for a single day?

Thanks for any help.
Nuno
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Nuno Ferreira, Champion

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Posted 3 years ago

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Zoe

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What settings do you have for this time off type?  For example under Default Polices for New User, Policy Type Initial policy only, Balance Set to 0, Accrue no accrue, Reset Set to 0hrs, Advanced Maximum overdraw 100 hrs.
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Nuno Ferreira, Champion

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Hi Zoe!

Thanks for your reply.

I have no policy in place for this time off type:

I've tried to create a policy for this but it didn't made any difference:


Regards,
Nuno
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Nuno Ferreira, Champion

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And here's the image for the time off settings:
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Zoe

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Has the time off type have these options when booking the time off type Full Day, Half Day and Partial Time Off?
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Nuno Ferreira, Champion

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Yes, it has.

I (admin) can book 8+ hours using the partial time off.
Common users can't.
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Zoe

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We have a time of type for hourly staff 'Holidays (hrs)' these are common user's and they're able to book time off without restriction as far as I know.
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Nuno Ferreira, Champion

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Hi again Zoe!

We also have the holiday time off. It only allows for 8h time offs. A common user can book more than 8h (full day) holiday?

Thanks,
Nuno
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Jason Duncan

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Tie the employee to a shift schedule that is a long enough shift to cover the necessary travel time. When they record the time off a full day will equal whatever was scheduled for that day or they can record a partial time off entry if it's less than scheduled ours assigned on the shift.
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Nuno Ferreira, Champion

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Hi Jason, and thanks for your suggestion!

According to your suggestion I've created a new office schedule 24/7 (168h/week) and assigned it to my test user.

It didn't worked. I still get the same message of not being allowed to enter more than 8h time off for that day.

Thanks for trying!
Nuno
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Jason Duncan

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Sorry I should have been more clear, we have recorded excess by creating and assigning shift schedules. We do this to assign company holidays to people not on a shift on the holiday by assigning a "fake shift" called company holiday. In the event the employee does have a shift and the "holiday shift" they will be awarded 16 hours for the holiday Which we then adjust.
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Zoe

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let me test a theory and I will come back to you and let you know if it works.
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Zoe

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Jason is correct in respect of a common user not being able to exceed their scheduled hours in the time off section and I have also discovered even if you remove the schedule it still wont let you book 9hrs.

 The only way around it would be to create a task specific to travel that way there would't be any restrictions.
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Nuno Ferreira, Champion

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Hi, 

We used tasks for travels but then changed to time off. Using tasks impacts on our projects analysis and or on working time reports.

Thanks,
Nuno
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Zoe

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I have tested everything I can and it just seem to allow this request.

Sorry can't help any further.
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Nuno Ferreira, Champion

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Thanks for all your efforts Zoe.

I'll wait for an official representative answer.
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Lingaraj Dharwad, Product Champion

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Hi Nuno,

Thank you for posting on the community,

I have tested this just now and found that as an end user I could book more than 8hrs even though my shift schedule was set up to only 8hrs. Can you post a screenshot of the error end users are getting while booking the time off? 

Regards,
Lingaraj
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Nuno Ferreira, Champion

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Hi Lingaraj,

Thanks for following up on this.

Here's the screenshot you've requested:


Thanks,
Nuno
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Network Administrator

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I have tested this also, and I have the same issue as Nuno.  This must be a permissions issue on Replicon's end.  There may be hidden permission options we cannot see that need to be investigated.  Our office schedule is 7.5 hrs per day, and only Administrator and Payroll Manager permission roles can book more than 7.5 hrs off per day.

If I create an office schedule for 24 hrs 7 days a week, assign it to test user, I can book partial day for any hours needed.  This is not a solution, as full day requests would default to 24 hrs off.

Dig deeper Replicon.  Test our instances if you need to. 

Nuno, our company is using Gen3, and our company data was migrated from old self-hosted system.  Were you migrated as well, or a fresh setup in Gen3? 


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Nuno Ferreira, Champion

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Hi!

We began with a fresh setup in Gen3.

I've also tested the 24x8 office schedule but could not book a time off greater than 8h in the test user. 

Thanks for trying this out!

Regards,
Nuno
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Network Administrator

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No problem.  Are you 100% sure you assigned the new 24x7 schedule to the test user?  Mine looks like this and works.








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Nuno Ferreira, Champion

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Hi,

In my first attempt I added the 24x7 schedule as a second schedule, so it didn't worked.

Now I've defined it as the initial schedule and it worked as you said.

I also agree with you that this is not a solution for the problem.

Thanks!
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Raghu K, Community Moderator

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Hi Nuno, 

Thanks for the screenshot here, we need to further verify your system validation rule. We shall contact you for further help on this.

Thanks,
Raghu K 
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Nuno Ferreira, Champion

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Hi!

Ready when you are!
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Network Administrator

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I have no Timesheet Validation Rule defined.  Where can one find the "System Validation Rule" you speak of?
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Raghu K, Community Moderator

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Hi Nuno/All,

I was able to diagnose this issue further, here is the fix. The reason this validation message is shown while timeoff booking, since the no. Of hours exceeds the hours per day defined in the schedule assigned.

Hence please check the schedule which is assigned to this user and then edit the schedule accorgindly. 

Also note this validation message will not be shown, if the timeoff is booked by users with higher permissions i.e payroll manager

Let me know if this was helpful.

Thanks,
Raghu K
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Network Administrator

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Thanks Ragu.  Not sure I would call that a fix as much as a Band-Aid.  The only way to implement your "fix" is to set schedule to 24 hours per day.  This then breaks Full Day requests for those users forever, thus making another larger issue in my opinion. 

I had already said this issue was Permission related.  So how can we address this hidden permission option that bypasses validation rules for Payroll Managers and Administrators.



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Nuno Ferreira, Champion

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Hi,

I agree. Defining 24x7 schedules for everyone or giving them higher level permissions is not a solution.

We need to book time offs greater than 8h in a single day.

Thanks.
Nuno
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Raghu K, Community Moderator

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Hi Nuno, 

Schedules define the no. of hours that a user should work and it's applicable to both timesheet and time off hours. The system shall definitely block if it exceeds and that's how an ideal schedule function.

Having said we would like hear your business reason as to why would a user book no. of timeoff hour beyond their schedule, so that we can consider for future enhancement.

Thanks,
Raghu K 
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Nuno Ferreira, Champion

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Hi Raghu!

In our understanding, time off is time that the user is allowed to take just for being an employee. 

We defined Travels as a time off type because it was the only way we found to ensure that travel time during company service:
1. is recorded
2. is visible by others (as someone not being present)
3. is approved 
4. does not impact project time 

At the same time we get travel time statistics company wide.

If admins and payroll admins are able to do this, it would be very nice if the same settings was available for other users, under configuration.

Thanks,
Nuno
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Network Administrator

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Agreed.  Reporting/Statistics/Approvals is the reason why you need it.  Admins and Payroll permissions being able to override schedules makes no sense if they are still an employee like everyone else.
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Lingaraj Dharwad, Product Champion

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We have passed this information across to the PM team. 
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Lingaraj Dharwad, Product Champion

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Hi Nuno,

Even though the Time Off is serving you the purpose of tracking travel time, what we did not anticipate is customers using it for more than 8hrs per day or beyond the shift schedule. We will pass this information on to the concerned PM and get her comments on this. 

I would also like to bring to your attention that we are asking our customers using the Time Off product to Help improve the time off product by participating in short user research study. You can reply to this post below and the PM team will schedule a call with you. 

Regards,
Lingaraj
(Edited)
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Nuno Ferreira, Champion

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Hi Lingaraj!

Thanks for the update. 

I'll participate in the survey.

Regards,
Nuno