Guide
In the forth and the last part of the guide for HR Workspace Template, we'll explain how to set the Vacation tracking process. Well, not only vacations in fact. Also Sick days, Overtime, Public holidays, etc. Perfect for remote teams!
If you prefer video, check this 16-min detailed step-by-step explanation:
https://youtu.be/CaBRMJ7lKQk?si=WmwTj-wMNXGEQo5B
If you prefer text, explore the Vacations and Business Calendar Spaces with this guide. While doing it, you'll also be able to test whether the template works for you, and make necessary changes if needed.
We will start with the easy part, where we will check how to add sick days, vacations, etc. Then, we will switch to a more complicated but necessary part of the business calendar.
Step 1. Generate yearly allocation for every employee
Employees may have different number of vacation days per year. These numbers can vary because of a country, years spent in a company, and other attributes. We keep this information in Allocation Database.
In our case, Winnie joined the company in October, so we have to set allocation manually to proportionally reduce the number of vacation days left.
To do that, let's get back to our Employees Grid in Employee Management Workspace.
There is a Button called Add vacation allocation. When you click it, you'll need to fill in information about number of days and year for selected type of allocation. Hit Run, and all the info will be recorded in Allocation Database.
To understand how Buttons work, check the relevant guide — Buttons.
We need to know the sum of all allocations added per Employee to calculate their days off left - we'll get there soon.
Step 2. Add new vacation, sick day, or overtime
We also have Vacation, Sick Leave, and Overtime Databases.
There are several ways to record new information in them.
For example, the Vacations Timeline is a perfect for adding long events that take more than three days. To create a new event (vacation, sick day, overtime), click New in the upper right corner and choose what you want to log in.
You can also do that on any other View using Forms. The same as we did with Meetings before, remember?
And a nice bonus.
As everything lives in a single tool, we can create a View that shows who is off today, who is sick, and who is enjoying a day off. For that, we just need to adjust Filter a bit. We set a dynamic Filter that compares the date of event with today's date.
Puzzled how it works? Setting such Views with Filters it's just a matter of time and practice 💪
Step 3. Get access to the powerful reporting
All the previous steps where needed to set a up a neat and powerful Report on days off left.
Ok, so what we have? Available day offs are calculated based on previously added allocations. Vacations are periods of time off from work. Overtime is working during weekends or public holidays.
So to combine all this information from Allocation, Overtime, Sick Leave, and Vacation Databases, we create a Report that displays days off left for each employee. You have an out-of-the-box one after the template installation.
If you like it and want to have more power, we recommend checking Reports guide. It's not an easy part but is really a powerful one.
Here is one extra sneak pic from the Fibery team. When our founder, Michael Dubakov, moved to Cyprus, he definitely started getting sick less often! ☀️
Step 4. Setup business calendar
That's a part of the solution where you don't have to add anything. This is what you only need to update once a year, and that's it.
🔨 You need to upload public holidays for countries where your employees are located.
You can find the source data at Timeanddate, then move it to the spreadsheet, and then to Fibery Table View.
✔️ Our setup will exclude uploaded public holidays from the vacation duration.
Once you understand how the processes work and feel more confident with all those things, I recommend watching this video about Vacations Pro solution.
https://youtu.be/UC0hZZVxbJI?si=bCmu2QB47pvQG5Kh
Thank you 💖
That was the final part of our current solution.
Of course, it is a template. You may require approval management. You may need to establish strict permissions. You may need to have a skill matrix.
Whatever you need, please send the questions in Intercom chat or in our community. We will answer and update this guide accordingly.