TOIL (Time-Off in Lieu)

Enabling the TOIL Feature

Administrators can activate the TOIL feature in the app’s settings to make it available to users.

Steps to Enable TOIL:

1. Navigate to Administration → Settings in the left menu.
2. Select the TOIL tab.
3. Locate the TOIL (Time-Off in Lieu) option and set it to Enabled.
4. Click Save TOIL Settings to apply the changes.

Once enabled, a "TOIL Requests" menu item appears in the left navigation, providing access to predefined views based on user roles: "My Requests" (regular user), "Subordinates Requests" (managers) and "All Requests" (administrators). Users can begin submitting TOIL requests by clicking on button 'Create TOIL Request'

Configuring TOIL Settings

The TOIL feature can be customized under Administration → Settings → TOIL. Below are the available settings, as described in the app’s tooltips:

• Time-Off Type to Increase: Determines how the time-off type to increase is selected when TOIL is granted. Choose User selection to let the user choose the time-off type, or Fixed to use a predefined type.
• TOIL Unit Selection (Hours vs Days): Specifies how the TOIL unit (e.g., hours or days) is chosen. Select User selection to let the user define the unit, or Fixed to use a set unit configured by the administrator.
• Approval Mode: Select how TOIL requests should be processed. Choose Approval Workflow to require approvals through the configured path, or Auto-Approve Requests to automatically approve all TOIL requests without any approval steps.
• TOIL Approval Workflow: Select the approval path that will be used to review and approve submitted TOIL requests before they are added to the user’s time-off balance. (Available when Approval Workflow is selected.)
• TOIL Email Notifications: Configure the email templates used to notify users during the processing of TOIL requests, including submission, approval, rejection, and other status updates.

Submitting a TOIL Request

Regular users can submit TOIL requests to convert extra hours worked into time off.

Steps to Submit a TOIL Request:

1. Navigate to TOIL → My Requests in the left menu.
2. Click the Create TOIL Request button.
3. Fill out the following fields:
   Reason: Provide the reason for the TOIL request (e.g., "Worked overtime on project X").
   Earned From: Specify the start date and time of the extra hours worked.
   Earned To: Specify the end date and time of the extra hours worked.
   Time-Off Type to Increase: Select the time-off type to which the TOIL will be added (e.g., Vacation), if configured to allow user selection.
   Earned TOIL Days/Hours: Enter the amount of time off earned, in days or hours, depending on the TOIL unit setting.
   
4. Click Submit to send the request for approval (if Approval Workflow is enabled).

Managing TOIL Approvals

If the Approval Workflow mode is enabled, TOIL requests follow the configured approval path:

• Approver(s) specified in the TOIL Approval Workflow (under Administration → Settings → TOIL) receive an email notification about the new request.
• Approvers can view pending TOIL requests under My Approvals → For my acceptance in the separate TOIL Requests section.
• Approvers can approve or reject the request. Upon approval, the requested TOIL amount is added to the user’s time-off balance in the specified time-off type.

If Auto-Approve Requests is enabled, TOIL requests are automatically approved without requiring manual review, and the TOIL amount is immediately added to the user’s balance.

Tracking TOIL Balances

Once a TOIL request is approved (or auto-approved), the accrued TOIL amount is recorded in the TOIL column under entitlement reports (e.g. Administration → Entitlements). This column displays the total TOIL balance for each user and time-off type. Administrators can view and optionally edit these balances to ensure accurate tracking of TOIL accruals and usage.