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, you can also include an additional drop-down option, allowing employees to choose payment instead of TOIL.
If selected, their TOIL entitlement won’t be updated upon approval. Admins can report on this information to send to payroll.
The dropdown field should be called 'TOIL or Paid' and the options inside to be called TOIL, Paid. |
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
If you're interested in this workflow, please reach out to support.
Best Practices for Naming and Configuration
Always ensure the event is strictly named as TOIL.
Avoid spaces or additional text in the naming to prevent disruptions in the workflow.
Before requesting 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.
Step 1: create an event called TOIL - The event must be called the exact name (including capital letters) If the event is not named exactly as TOIL, the workflow may fail to recognise it. 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.
