Authorize and configure exceptional work requests

Related module:

Are you interested in this feature? Contact your super support team who will answer all your questions!

In this article:

• Step 1 – Set up working rules for overtime, night hours, public holidays, or non-working days
• Step 2 – Authorize exceptional work requests
• Step 3 – Define the approval workflow for these exceptional work requests
  • Option 1 - Company Record
  • Option 2 - Employee Record
• Step 4 – Configure email reminders
• Step 5 – Define scheduling rules outside working hours (resource schedule)

Step 1 – Set up working rules for overtime, night hours, public holidays, or non-working days

Access: Admin area > General settings > open Overtime profiles

• I open the relevant working schedule and go to the 'Heures supp. et autres majorations' tab to access the following settings:
  • Management of weekly overtime
  • Night hours
  • Non-working days
  • Public holidays
  • Special times
  • Rule in case of accumulation
  • Management of hours at the end of modulation
• I set up the different overtime rules following this article: Paramétrer les heures supplémentaires, majorations et autres temps spéciaux

Note: Setting up overtime rules can be a complex operation. Our consultants are at your disposal to support you in this process as part of an assistance pack.

Do not hesitate to contact us if you would like more information!

Step 2 – Authorize exceptional work requests

Access: Admin area > General settings > Overtime profiles > 'Demande de travail exceptionnel' tab

• In the “Demande de travail exceptionnel” column, for each previously established rule, I choose:
  • Obligatoire: the employee or manager must have made a request, it must be approved, and the hours declared in the timesheet must correspond to the request for hour transfers to target balances to be automated (if defined as automatic). If the transfer is manual, it will remain so.
  • Autorisée: the employee or manager can make a request. If it is approved and the hours declared in the timesheet correspond to the request, then the information that the hours were requested and approved will be present, and hour transfers to target balances will be automated (if defined as automatic).
  • Interdite: the employee or manager will not be able to make a request that would generate this type of rule; they will be blocked when creating their request. For example, work requests on public holidays are prohibited.

• I choose whether or not to allow the selection of the target balance (payroll or balance) if several targets are configured in the previously established overtime rules:
  • Autorisé: the employee or manager is authorized to select the desired target balance when making the exceptional work request,
  • Obligatoire: the employee or manager must select the target balance during the exceptional work request,
  • Interdit: the employee or manager cannot choose the target balance(s).

• In the 'Préavis' column, I define a minimum number of days to respect between the submission date and the requested date. It can be:
  • Bloquant: submitting the request for approval is not allowed if the time frame is not respected
  • Alerte: submitting the request for approval is allowed and a message is displayed to the user; the approval manager still receives an alert informing them that the notice period was not respected
  • Non: no minimum number of days needs to be respected
• The 'Acceptation automatique' column allows setting automatic approval for a request
• I check the 'Circuit d'annulation' box if I allow requesting the cancellation of an already approved request. The request then follows the same workflow as during the initial approval.

Step 3 – Define the approval workflow for these exceptional work requests

Depending on the approval workflow that should apply, the workflow must be configured differently:

• If the employee submits the exceptional work request, which is approved by their line manager or by a specific person, go to Option 1: Company Record
• If the manager requests exceptional work from their employee, which must be approved by the employee themselves, go to Option 2: Employee Record.

Option 1 - Company Record

Access: Admin area > General settings > Company record > Settings tab > Circuit de validation section

• I open the company record
• I click on '' to add a new rule
• In the 'Rôle' column, I choose 'Validation des demandes de travail exceptionnel'
• I select Manager N+1 in the 'Responsable de validation' column or a named person
• I save

This approval workflow will apply to all my employees.

Option 2 - Employee Record

Access: Admin area > General settings > Employees and users

• I open the relevant employee record and go to the Rules tab, in the 'Circuit de validation' section.
• I click on '' to add an additional approval workflow
• In the 'Rôle' column, I select 'Validation des demandes de travail exceptionnel' from the list
• I am on Mr X's record, so I select Mr X in the drop-down menu of the 'Responsable de validation' column
• I save

For Eurécia consultants only click on the spanner icon to access internal settings information!

Step 4 – Configure email reminders

Access: Admin area > Companies > open the company record > Settings tab > Programmation des relances section

Under email reminders (time & activities), enable reminders based on:

• The submission date for approval of the request, if the request is still not approved even though it was submitted x days ago.

Step 5 – Define scheduling rules outside working hours (resource schedule)

This section only concerns users of the Resource Schedule module!

Access: Admin area > Resource schedule > Schedule list

In my schedule settings, I can determine whether it is possible to schedule activities outside working hours. Three options are available:

• Yes
• Yes with alert
• No

If I use exceptional work requests, I select 'no', so that events cannot be scheduled outside working hours unless a specific request has been made and approved.

Keywords: Request · hours · supp. · supp · overtime · work · exceptional · extra · authorize · authorization · exception · schedule · resources · record · company · employee