Submit Time Off

In this article, you’ll learn how to access and use the Time Off Calendar in CMap, so that you can book time off and amend existing bookings. The Time Off Calendar can also be used to view Time Off bookings made by users in your Clash Group, your Team or your wider organisation.

In this article, you'll learn how to:

  • Calendar Overview
  • Submit a Time Off Request
  • View your Time Off
  • Remove a Time Off Request

Calendar Overview

This is where you can submit Time Off in CMap and also remove a request that you have made previously.

Accessing the Time Off Calendar

From your Dashboard, select the Time + Expenses tab and press Time Off. By default, the Time Off Calendar shows the current year’s grid. You will see with months down the left-hand side and days across the top.

There are grey buttons at the top of the grid that allow you to switch view to the previous year, or next calendar year.

However, the calendar can also be viewed in a Weekly or Monthly grid. To change your grid settings, select your view preference at the top of your calendar.

Time Off Calendar Colour Coding

Once you have a number of Time Off requests in your Calendar, you should notice that some of them are coloured differently. There is a key at the bottom of the calendar to assist you with this.

The colour coding is as follows:

Colour

Description

Green

Time Off which has been Approved.

 

Yellow

Time off which has been Requested but not yet Approved.

 

Red

Time Off which have been Rejected.

 

Grey

Public Holidays.

 

Public Holidays

As described above, Public Holidays are displayed in the Time Off Calendar with a grey background. These dates should be set up by an Admin User prior to any Time Off requests being created, as if the two coincide on the same day, this can result in discrepancies in a user’s yearly Time Off allowance.

Filters on the Time Off Calendar

The CMap Time Off Calendar allows you to view dates for different groups of users. This lets you see at a glance, which users in that group have Time Off booked on that particular date. This is done using the “Filter” drop-down box, found above the yearly grid next to the remaining allocation.

The filters can be as follows:

Calendar filter

Description

My Holiday Calendar

 

Allows you to view your own Time Off requests.

 

My Clash Group Calendar

 

Allows you to view the Time Off requests for any users set in the same Clash Group as you.

 

My Team Calendar

 

Allows you to view the Time Off requests for any users in your team.

 

My Line Manager Calendar

 

Allows you to view the Time Off requests for any users that have you set as their Line Manager

 

Office Calendar

 

Allows you to view the Time Off requests for any user in your office.

 

Company Calendar

 

Allows you to view the Time Off requests for any user in your company.

 

Submit a Time Off Request

1. Select the date on your calendar that you would like to start your Time Off to start on. A pop-up box will appear.

2. You need to select the Time Off type from the top drop-down list. Simply press the box and a list of your available Time Off types will appear. Select the one you require.

Should you need additional Time Off types, please contact CMap Support and we can add them to your system. 

3. There are two options for how to add the date entry here:

  • Use the date selectors to choose the Start Date of the Time Off request: Select From and use the pop-up calendar to select the Start Date. Then you can use the AM/PM selector to choose which half of the day you are requesting. Next, add the number of Time Off days into the For field, along with any notes if necessary. Finally, press Save to submit the request.  

  • Click the blue arrows  to switch from Duration mode to Date Range mode: Use the date selectors to choose the Start Date and the End Date of the Time Off request, setting the From and “To” fields accordingly. You can switch back to Duration mode again by once more clicking the blue arrows. When finished, click the Save button to submit the request.

What happens now?

Whichever method of date entry that you use, on clicking the Save button and submitting the request, a notification email will be sent to whoever approves your Time Off requests.

This can vary, depending on your system set-up. Ordinarily, this would be whoever is set as your Line Manager in your User record. If your system is set to use the Time Off Approval feature, then this notification would go to whoever has been set as your Time Off Approver.

Submit another request

If you needed to submit another request for the same day as a previous request, for example, if you were booking the morning as Compassionate Leave and the afternoon as Holiday, then you would not be able to click on the same date to create the second request, as this would re-open the first request. Instead, click on a different date, and then ensure that you select the correct date from the entry wizard.

View your Time Off

Once you have submitted your Time Off request, you should see the Time Off request appear on your Time Off Calendar. Clicking on the request will re-open it, allowing you to amend the request, if necessary.

Requests cannot be amended once approved, and that you would then need to ask one of your Admin Users to amend the request on your behalf.

To view how many days of Time Off that you have left, you can use the indicator in the top-left of the screen, next to the user drop-down. If you are only using the one Time Off Type, then this will display the number of days remaining.

If you use multiple Time Off Types, then you can hover over the Time Off Remaining link, and you will be shown a message box containing the types of Time Off you have available, and the number of days left of each.

Remove a Time Off Request

To remove a submitted Time Off request, select the request from your calendar and clicking on the red cancel time off link at the bottom of the request wizard. Clicking this will bring up a confirmation box, in case you happen to have clicked it accidentally.

If the date of the Time Off request has passed, then you will need an Admin User to cancel the request on your behalf.

 

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