Plan > All things time off > PTO Calendars

Accrual calendars monitor the amount of time agents have in their “bank,” and the calendar partitions are where agents make time off requests.

Calendars cannot be longer than one year, and the end date must be after the start date.

When naming your PTO Calendar, be as specific as possible. This name will be used in the notifications sent to agents and in reports. E.g., “Vacation 2023 Jan-Jun” instead of “next years' time off.”

Working accrual calendars

Working accrual calendars are where hours are applied agents. The working accrual calendar works in a similar way to working schedules: A way to test fit the accrual process. The working calendar is not visible to agents and the hours are not applied to agents until you publish the working accrual calendar.

Set up as many working accrual calendars as you need. You can create a working accrual calendar at the Enterprise level or a site level, but not at a folder or activity level. After publishing, the link between the working and published calendar is broken, you can’t publish it again. After reaching a time when you won’t need to review the working files, you can safely delete them.

The Calendar accrual start date is set at the Enterprise Model level (Settings > Enterprise Model > Enterprise properties > PTO accrual calendar start month and day), but you can select a different year at the calendar level.

Reminder: Once published, the working accrual calendar cannot be unpublished.

Setup

1. Setup options

Click here to create a new working accrual calendar.

Configure the basic properties, security, and custom notifications for this working accrual calendar.

2. Basic calendar settings

1. 1. Calendar name: required.
   2. Please select an Activity from the tree: Enterprise level or site level.
   3. Please select the PTO policy from the list: select from the list of policies previously created.
   4. Select the accrual calendar start: month and day are based on the PTO accrual calendar date field in the Enterprise Model and site set up and cannot be changed here.

Click Save to complete the basic set up.

Security and notifications (part of the basic setup) may be viewed and configured by returning to the Basic Setup tile.

3. Security

Configure security privileges associated with this working accrual calendar, limiting who can view it.

1. Configure security permissions: Confirm the user information and the calendar name.
2. Click Continue. If no permission is set, the calendar is accessible to all users.
3. Click the green + to set up access permission.
   Select from the people list, community group list, or by user role. For each, click Grant access to allow that person, group, or role to view the calendar. Once selected, it will disappear from this list and appear on the Configure security permissions list, where it will also display the number of members and a link to see who is in the group.
4. Click the magnifying glass to view who has access to the calendar with the current settings. If there are no security settings, everyone will be able to view the calendar.
5. Click the globe to remove the current security settings. You will need to confirm that you wish to remove all security settings.

4. Notifications

If desired, disable the notifications sent to participants when the calendar is published.

To edit the notifications: go to Settings > Application settings > Administrative settings > Notifications > Select Configure event details by channel to display the list of all notifications and use the arrows to expand the list.

Click PTO Accrual Calendar Published to expand and view the list of standard notifications. Select Disable from the drop-down menu for any you wish to discontinue from this calendar.

 

Accrual tables

This is where you will generate, import, or revise the accrual tables for the participants included in this calendar.

Create initial accrual totals

The purpose of this step is to create the baseline number of hours for each person in the calendar. The settings from the selected PTO Policy generate the baseline accrual totals for each participant attached to the policy.

If using Excel import or other external source for accruals: You will still create initial accrual totals and verify participant accrual totals of 0 hours. This will create the placeholder in the system to populate with your imported hours.

Click Set up and manage accrual tables.

Click Create initial accrual totals.

In the pop-up window, click Generate baseline totals. After generating, click Dismiss.

 

Verify participant accrual totals

Verify or enter each participant’s accrual totals for this accrual calendar.

Click Verify participant accrual totals.

To change a person’s accrual, click the edit button (pencil). Note: If you are using system generated accruals, the edit button will not be available, but you can add/remove hours for an individual agent by doing a manual adjustment.

Add the new total accrued hours for the calendar period, select whether to automatically verify the total, add a comment (required), and Save.

You must verify each classification if there is more than one for the agent. If one is verified and one not verified, the banner will be yellow. If none are verified, the banner is red. When all are verified, the banner is green.

To verify all classifications for all agents using the Bulk edit tool:

• Verify the total accrued PTO hours for a selected classification (then pick the classification),
• Verify the total accrued PTO accrual hours for all classifications, or
• Edit the total accrued PTO hours for a selected classification.

If you have verified hours for an individual agent, that agent will not be included in the bulk edit (as they are already verified).

Reminders:

• All agents must have their hours verified before you can go to the next step of generating accrual transactions.
• After verifying the accruals, you can’t return to the verification section.

Generate, import, or enter accrual transactions

This determines how often and when participants receive their allocation of hours (annually, monthly, or weekly), based on the PTO policy interval rules. You may generate accrual transactions for all classifications or only a selected classification. If there is a rounding issue, the over or under will be allocated in the first accrual transaction of the year.

For each person in the participant list who is part of the policy, this is the actual transaction to give the person their time.

For each classification click Select. You can only do one classification at a time. You may import accrual transactions from Excel or use the accrual rate from the policy in CommunityWFM, or CommunityWFM can import from an API connection.

If you have previously generated or imported accrual transactions for a classification, repeating this step will remove all existing transactions.

Excel import of accruals

See separate article covering Excel accrual imports. 

 

Community Native Accrual Provider

Click Select.

What participants do you want to include? Select a group or select individuals. Generate intervals for an individual participant then select the participant(s), or Generate intervals for a group of participants (all participants in the working accrual calendar, by Activity or Enterprise Model, by supervisor, or custom user group).

Click Generate accruals.

A green check indicates success.

When finished, close the pop-up window. A green check mark in the Transactions exist? column confirms the transactions.

Click Cancel to return to the Accrual options window.

Edit accrual transactions

If needed, fine tune the accrual transactions for your PTO classifications by editing the individual transaction ledger. You can’t remove a transaction, but you can make an adjustment to make corrections.

1. Click the agent's name.
2. Click the classification name.
3. Click Make adjustment.

In the pop-up window, select a date for the transaction.

Enter the number of hours to add or remove. No partial hours allowed. To remove hours, include a minus sign.

Enter a comment (reason why hours were added or removed). Comment is required.

Select the Reason or Transaction Type: Options are Accrual import, Accrued hours forfeit, Accrued hours rollover, Community accrual, Manual adjustment, Rollover hours forfeit.

Click Save.

Report and publish

You may run a variety of reports associated with this working accrual calendar.

Report by participant

Report each participant’s summary and detail transactions for each member PTO Classification.

Report by PTO Classification

Report each PTO Classification summary and detail transaction for each member participant.

Publish the working calendar

When you’re ready, publish the calendar to make the accrued hours available for time off requests. Upon publishing, agents will receive a notification that includes their total number of accrued hours.

Reminder:  Once published, you cannot unpublish an accrual calendar. Be sure to confirm all accruals prior to publishing.

Click Publish the working calendar.

Check the box to confirm that you are ready to publish the calendar and understand that you cannot “unpublish” the accruals.

Add any additional comments, then Select the PTO Classifications to publish. Default is All PTO Classifications.

Click Next.

Refine the selection of participants or select Publish all.

When complete (the people disappear from the list), close the window.

Agents will receive a notification with their total accrued hours.