Changelog

📍 Rename the main location

Administrators can give the main location a name of its own. On Settings → Locations, select the location marked Main, choose Edit location from its menu, change its Name and select Save changes. That name shows wherever locations are listed, and on the details of each employee based there, as any other location’s does.

For more information please check article Managing locations.

This release also brings a number of smaller improvements and fixes.

🌳 New: Org chart

Administrators can see who manages whom across the company on one chart. On Employees, select the org chart icon, Org chart. Each employee is a card linked to their manager. Hover over a card to highlight the lines to the people that person manages, and select it to open the employee’s Relationships tab.

Filters narrow the chart to chosen Departments or Locations, add other kinds of relationship, and find an employee by name. Expand all, Collapse all and Compact view help with a large company.

For more information please check article Org chart.

📅 Add leave from an employee’s calendar

On the Calendar tab of an employee’s details, select a free working day to open the Add leave form for that employee on that day, without leaving their details. The new leave shows on their calendar as soon as it is added. This is offered to administrators and to managers who can add leave for that employee.

✉️ Email notifications when editing leave

Administrators have the Email notifications switch on the Edit leave form too, as on Add leave. With it off, nobody is emailed about the change.

🔔 Who was reminded, and when

Every reminder sent from the Leave usage alert report is recorded in the Audit trail, one entry per employee, as Booking reminder email sent. Before you send one, the confirmation says whether the employee has had one recently, and if so when and from whom.

🛠️ Smaller improvements and fixes

• Company events: calendars mark a day as a blackout only when an event on it blocks leave, and as a company event otherwise, including the date picker on Add leave, Team View’s legend and the calendar on a phone.
• Employee policies: a policy named on the Employees list, or in the message that stops a tag or a leave type being deleted, opens on its settings page with that policy highlighted.

📎 New: Attach files to leave requests

A leave request can carry the files that go with it, such as a fit note for a sick leave. Attach them on the Add leave form with the paperclip in the comment box, Attach a file, or at any time afterwards from the leave’s details, even once it is approved. Attaching a file does not change the request or its approval.

Anyone who can open the leave’s details can see its files and attach one. In Leave requests, approvers find them beside the request they are deciding. You can attach PDF, JPEG and PNG files, and a file is always downloaded, never opened inside TimeOff.Management.

For more information please check article Attaching files to leave requests.

📄 New: Documents on employee records

An employee’s record can hold the documents that belong with it, on its Documents tab. Each kind of document has its own field: an administrator adds a custom field of type File in General settings → Custom fields, and chooses what The employee and Managers may do with its documents: No access, Can view or Can view and add. Administrators can always view, add and remove them.

Employees see their own documents on My profile, in the fields that let them.

For more information please check article Documents on employee records.

📇 New: Import employees from a spreadsheet

Administrators can add many employees at once. On Employees, select the arrow beside Add new employee and choose Import from a spreadsheet. Paste rows copied from any spreadsheet, or choose a CSV file, and match your columns. Download an example file shows how to lay out the sheet.

Every row is checked with the same checks as adding one employee by hand, and marked Ready or Needs fixing; a problem with a cell is shown under it. Fix rows in the table itself, and create any department your sheet names that your company does not have yet. Then add the Ready rows. The import sends no emails, so you invite the new employees with Invite employees when you are ready.

For more information please check article Import employees from a spreadsheet.

📆 Allowance for employees who join or leave during the year

By default, the Start/End of employment figure in an employee’s allowance is pro-rated for the working days of the leave year before their start date or after their end date, so their working pattern and bank holidays count.

On an employee’s Allowance tab, whoever can change their allowance sees where each side came from. Recalculate applies the current rules, and the pencil sets a figure by hand.

The new Pro-rate allowance for mid-year joiners setting in General settings is on by default. Switched off, employees added from then on get the full allowance in the year they join. Employees whose allowance comes from an accrued allowance schedule follow the schedule.

For more information please check article Allowance for employees who join or leave during the year.

🚦 A question before going past an overlap limit

When leave would take a Restrict leave overlap group past its limit but would still go through, the Add leave form now asks first, showing each group’s limit and how many are already away. Add anyway adds the leave with a note saying the limit was reached, and Back lets you change the dates. Editing a leave is checked the same way, with Save anyway.

A group set to Block the booking can let managers go past its limit for employees whose leave they manage, with the new Managers can go past the limit setting. Administrators can always go past it.

📋 Every policy on an employee, in one place

For administrators, the Policies tab in an employee’s details now lists every policy that reaches them. Policies that apply shows what covers the employee and how, and Policies held shows the management roles, reviews, email watches and reminders they hold for other people. A policy’s name opens it on its own page, where who it reaches is set.

For more information please check article Restrict leave overlap.

This release also brings a number of fixes to leave overlap warnings.

✉️ An email when someone adds leave for you

When someone else adds leave for you, you now get an email about it. It shows the dates and any comment on the leave, and names who added it. Where the leave is approved straight away, the email says so and that there is nothing you need to do. Otherwise it tells you the leave is awaiting approval. If an administrator switches Email notifications off on the Add leave form, nobody is emailed about that leave, and that includes this email.

📅 Allowance usage by time across the new year

The Allowance usage by time report now takes any date range up to a year long, including one that runs across 1 January. A company whose leave year starts in April can report on the whole of it in one go.

For more information please check article Leave request created on behalf of employee.

This release also brings a number of fixes to the Team View, the calendar and reports.