Introduction
TOIL request workflows provide employees with a dedicated screen to log overtime worked on a given day. Once approved by their manager, the employee's TOIL (Time Off in Lieu) balance is automatically updated to reflect the newly accrued time.
We offer variations of this workflow depending on the specific screen setup you require.
Workflow | Description |
TOIL Days | When TOIL entitlements are set to be measured in days for all employees |
TOIL Hours | When TOIL entitlements are set to be measured in hours for all employees |
TOIL Both | TOIL entitlements can be measured in either days or hours, depending on the employee. |
TOIL with Pay option | For all of the above three, the screen will include a dropdown where employees can choose whether they want TOIL or to be paid. This field can be removed from the screen designer without affecting the workflow. |
How it works
Employees add a new record in their TOIL screen from their profile, and these records are automatically routed to their line manager for approval as part of the default workflow process.
Once submitted by the employee, their line manager will receive an email notification and a Todo for them to authorise the request. They will have a read-only view of the employee's input, and be able to approve or decline, and add comments.
Additionally, TOIL requests are configured to automatically route to the employee's line manager for approval. This feature ensures that the correct personnel reviews and approves each request, reducing administrative overhead.
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.
How to get this Workflow
This workflow is available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.
When you deploy it, a TOIL request screen will be added to the Employee Profile template.
If your organisation already has a screen with this name, a new one will not be created. You can either rename/delete your existing screen, or you may just need to update it slightly to match the below requirements in order for the workflow to function properly (see the list below).
Requirements
Overview:
Always ensure the event is strictly named as TOIL. Avoid spaces or additional text in the naming to prevent disruptions in the workflow.
Before deploying this workflow it is important that employee's already have a TOIL entitlement existing in their Planner Settings, even if the current balance is 0.
Although the screen can be customised, there are specific fields and screen variants that are required.
You can remove the 'TOIL or Paid' field from the screen if you do not wish to provide employees the option for it to be paid.
Step 1:
Create an event called TOIL - The event must be called the exact name (including capital letters). Adding prefixes or suffixes, such as 'TOIL request,' will prevent the system from processing the event.
Step 2:
Ensure the TOIL event has 'Entitlement Deduction' switched on:
Step 3:
Check that employees' TOIL entitlement is set up with the correct duration type - days or hours.
To check this, go to the people list > select an employee > go to their planner > then click settings in the top right.
Once in the settings, you can either select Days or Hours. To save the changes, select the amount box and re-enter '0', then select Next in the top right.
Note: For the TOIL workflow to work, employees need to have the TOIL entitlement dropdown in their planner widget below. If you cannot see this for employees, please contact the Support Team.
Step 4:
Check your Toil request screen. If your organisation already has a screen with this name, a new one will not be created. You can either rename/delete your existing screen, or you may just need to update it slightly to match the below requirements in order for the workflow to function properly (see the list below).
This section only applies if you already have this screen or plan to customise the preloaded version. It outlines which elements must remain unchanged for the workflow to function correctly.
Required Fields
If Notes are blank, the specified fields are required for all versions of this workflow (Days, Hours or Both)
Field Type | Field Name | Notes |
Date picker | Date of overtime |
|
Time picker(24 hour) | Overtime start time |
|
Time picker(24 hour) | Overtime end time |
|
Radio Button | How is your TOIL entitlement measured? | Required for the 'Both' workflow version. |
Number | Total duration days | Required for the 'Days' and TOIL Both' workflow version. |
Time picker(24 hour) | Total duration hours | Required for the 'TOIL' and 'Both' workflow version. |
Dropdown | TOIL or Paid | Remove this field if you do not wish to provide employees the option for it to be paid. |
Radio Button | Manager Authorisation |
|
Paragraph | Manager Comments |
|
Required Screen Variants (For approval process only)
Variant Name | Notes |
Manager | In this variant we define what the manager can view and edit in the task. Here we want them to only 'View' what the employee entered on the initial request, and 'Edit' the Authorisation fields. |
Best Practice
We advise for employees to only have 'Add' permissions to this screen, they should not be able to edit once submitted as this could interfere with requests and entitlement.