Authorize and configure exceptional work requests

Eurécia offers the possibility to make exceptional work requests, that means working outside usual workshifts. It follows the approval cycle defined by the company. 

Once the request approved, it is possible to input events in the resource calendar, outside the usual workshifts. 

Timesheets and activity sheet are not impacted by those requests. 

Only hours declared in the timesheets or activity sheets are transferred to trackers or payroll. Those transfers will consider requests and their status (approved or rejected). S

 

Who is concerned by this article?

The administrator as responsible of Eurécia configuration.

  

First step - Configure rules for overtime hours; night shifts, on public holidays or on not worked days 

Access : Admin Area > General settings > Workshift calendars 

You need to define rules to be able to make exceptional work requests. 

For example, define rules :

• Of overtime hours with settings for transfer to one or more target trackers so that it is possible to make overtime requests,
• Of night shift without settings for transfer (no transfer) so this it is not possible to make overtime requests that generates nigh shift hours.  

 

Second step - Authorize exceptional work requests

Access : Admin Area > General settings > Workshift calendars 

Define rules that allows to make exceptional work requests in "Workflow rules".

 

Third step - Define the approval cycle for these requests 

Access : Admin Area > General settings > Company record > Configuration > Approval cycle 

Define who is going to approve requests by using the role 'Confirm all requests'. 

You can choose two cycles :

• The employee make a request that is approved by the manager or HR manager: it is the employee that ask to work more in order to finish a project for example. In this case, the manager approves the requests. 
• The manager make a request that is approved by the employee: it is the manager that asks to the employee to work more. In this case, the employee will approve the request. 

  

Fifth step - Configure email reminders

Access : Admin Area > General settings > Company record > Configuration > Schedule email reminders

In 'Email reminder (time & activities), enable reminders according to:

• If 'date of last day in timesheet' and 'the timesheet not submitted for approval' while it has been submitted since x days 
• The date in the request, if the work request still pending approval and that the date approaches 

 

Sixth step -  Define planning outside of working hours (Resource calendar)

Access : Admin Area > Resource calendar > Calendars

Define that events cannot be planned outside working hours, except if a request has already been accepted during the day.

 

Keywords associated to this article:

Time - timesheet – workshift - input hours - time type - activity - time tracking - exceptional work requests - approval cycle - resource calendar