Options – The workflow for employees to request to accrue TOIL entitlement has three different versions you can opt for depending on which works best for your organisation.
Option 1 – The workflow is set to only accrue TOIL balance as a duration of DAYS.
This is the option to choose if you only record and book TOIL in DAYS across the company.
Option 2 – The workflow is set to only accrue TOIL balance as a duration of HOURS.
This is the option to choose if you only record and book TOIL in HOURS across the company.
Option 3 – The workflow is set to allow the employee to choose DAYS or HOURS when they request to accrue TOIL.
This is the option to choose if you have a mixture of employees whose TOIL is tracked in DAYS and HOURS.
Option 4 - A pay option is included, it is designed to work in DAYS but there is the option to request payment instead of TOIL to use.
Step 1 – Employees go to their profile and click into the screen name TOIL Request.
Step 2 – Employees then click ‘+ Add record’ to open a new request to submit for approval.
Step 3 – The employee completes the above fields on the form and submits to their line manager for approval by clicking ‘Save’ at the bottom.
**Note**
You will only see the field to choose ‘Days/Hours’ if you have opted for the screen and workflow that allows BOTH. If you have chosen only Hours or only Days this field will not be present, employee will simply have a field for ‘Number of Hours’ or ‘Number of Days’ only.
Step 4 – Once submitted by the employee, their line manager will receive an email notification and a Todo for them to authorise the request.
The manager then needs to click the Todo to view the details of the request and send it to.
Step 5 – If the details are correct, the manager can approve the request by ticking ‘Approve’ under the ‘Manager Authorisation’ field.
If the details need to be re-submitted, the manager can click ‘Decline’ and provide notes to the employee on what needs to be updated for the re-submission.
If approved the total duration of TOIL on the form will be automatically added to the employee’s TOIL entitlement shown on both their dashboard and in their planner.