On April 30, synchronization of time-off between My Timesheets and People Schedule was released to improve the handling of time-off across the platform. Time-off synchronization also impacts how time-off is maintained when changes, updates, edits or deletions are needed. This article explains how to identify and manage synchronized time-off. More information explaining the need for improved time-off handling is available in Announcing the synchronization of time-off between Timesheets and People Schedule.
This article covers:
- Overview of time-off synchronization
- Identifying synchronized time-off entries
- Managing synchronized time-off entries
Overview of time-off synchronization
In Forecast, time-off can be reported as a timesheet entry or a schedule allocation. In My Timesheets, time-off is referred to as a timesheet entry or timesheet registration. In People Schedule, time-off is referred to as a time-off allocation.
Prior to April 30, time-off reported in My Timesheets did not sync with People Schedule and the time-off was not included in a resource's utilization or availability, nor was it visible to anyone viewing the heatmap. Time-off reported as a schedule allocation included an option to also add the time-off as a timesheet entry for the resource. Time-off reported by an integration like BambooHR appeared as both a schedule allocation and a timesheet entry.
Now, with synchronized time-off, time-off reported as a timesheet entry automatically creates a corresponding allocation in People Schedule. Similarly, time-off reported as a schedule allocation automatically creates the corresponding entry in Timesheets. Time-off created by a third-party integration, such as BambooHR, appears in People Schedule and Timesheets. When integrated, time-off is created and managed entirely within the third party application; it cannot be done in Forecast.
Identifying synchronized time-off entries
Time-off entered on/after April 30 cannot be edited in My Timesheets. It will appear shaded in gray indicating as such. Time-off entered before April 30 can be edited in My Timesheets and will not appear with the same gray shaded as synchronized entries.
To identify synchronized time-off in My Timesheets
- Click My Work in the top bar.
- Select My Timesheets from the dropdown.
- Adjust the calendar to the month for which the time-off was reported.
- Select the team member from the dropdown above the calendar if the time-off was reported for someone other than the logged in user.
- Locate the time-off entry and click on the corresponding date within the calendar. The day will appear outlined in purple.
- Scroll down below the calendar.
- Using either Day or Week view, find the time-off entry.
- Synchronized time-off appears grayed out and displays a tooltip confirming the synchronization when hovering over the timesheet entry.
- Non-synchronized time-off does not appear grayed out nor will it display the tooltip when hovering.
Managing synchronized time-off entries
Synchronized time-off is manageable within My Schedule or People Schedule. Edits, changes or removal of time-off must be done through the allocation; changes cannot be made within Timesheets.
- Admins or other permissioned users can modify time-off for other users in People Schedule.
- Users without access to People Schedule can modify their own time-off in My Schedule if the company setting All users can modify their own time-off is enabled.
To learn more about Time Management settings see, Overview of Time Management Settings. To learn more about permissions and which profiles have access to People Schedule, check out About permission profiles and how they work.
To edit a time-off allocation from People Schedule
- Click Resourcing in the top bar.
- Select People Schedule from the dropdown.
- Locate the team member and date of the time-off.
- Right-click on the time-off allocation bar.
- Select Edit.
- Click Save.
- The time-off allocation and timesheet entry update to reflect.
To delete a time-off allocation
- Click Resourcing in the top bar.
- Select People Schedule from the dropdown.
- Locate the team member and the date of the time-off.
- Right click on the time-off allocation bar.
- Select Delete.
- The allocation is immediately removed from People Schedule and Timesheets.
To edit a time-off allocation from My Schedule
- Click My Work in the top bar.
- Select My Schedule from the dropdown.
- The logged-in user will appear in the heatmap.
- Expand the user's row to display allocations.
- Find the time-off entry in the heatmap.
- Right-click on the time-off allocation bar.
- Select Edit.
- Click Save.
- The time-off allocation and timesheet entry update to reflect.
To delete a time-off allocation from My Schedule
- Click My Work in the top bar.
- Select My Schedule from the dropdown.
- The logged-in user will appear in the heatmap.
- Expand the user's row to display allocations.
- Find the time-off entry in the heatmap.
- Right-click on the time-off allocation bar.
- Select Delete.
- Click Save.
- The time-off allocation and timesheet entry update to reflect.
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