Note: Some of these actions can only be performed by Admins and Super Admins
Depending on team member working patterns on some occasions a member of our team might have accrued TOIL for some extra work they have done. There are a few ways you can log and track TOIL on Charlie.
The first step in separating TOIL from regular holidays, would be to create a custom leave type through Time -> Settings -> Custom time off types. This will allow your team to select TOIL as the time off type they are booking when trying to use any TOIL they have accrued.
To create a custom Time Off type:
In Charlie, head to Time>Settings, and scroll to the 'Time Off Types' section
You'll see 'Default Types' on the left, and 'Custom Types' on the right. Tap 'Add new type' on the custom type section
Next, you can enter in the name of your new time off type-> " TOIL "
You can then tick the boxes below to choose whether to make this time off type deductible, to auto approve requests, and mark it as sensitive.
Confirm by clicking 'Update' and you're all done!
Depending on how you choose to manager TOIL you can choose if you want the time off time to be deductible or not. This can be updated at a later stage if your tracking process changes.
Please note that custom time off types can only be created by Admins and Super Admins
If you set your TOIL time off type as non deductible
Non deductible TOIL as a time off type, is best for teams who accrue TOIL regularly and usually on the same day of the week. This essentially will not deduct from your employees time off allowance, but the total taken will appear on their profile, so you will know at a glance, how much the have taken.
All time off types custom or not, will also appear on the Time on and off usage (daily) report on charlie so you can always run a report to view your entire team's time off usage and the time off types they book. This TOIL time off type will be included as well.
If you set your TOIL time off type to be a deductible leave type
This is recommended for accrued TOIL that requires to be approved first, and will need to be added as an adjustment to the employees allowance.
Super Admins, Admins, and Line managers/ Team Leaders, will have the ability to make a manual adjustment to an employee allowance. Once a Team Member has performed some over time and they have accrued some TOIL, depending on your approval process, once approved you can navigate to the employee's allowance and increase their allowance for the amount they have accrued.
To do this, simply navigate to the employee profile and in their time tab click adjust allowance. You can then start populating all of the fields such as the type of adjustment, the amount of days, and any additional notes to make sure anyone else looking at the allowance knows why this adjustment was made.
Once you click update, the allowance will reflect the new amount based on the time the Team Member has accrued. They can then use that to book TOIL or holiday, depending on your company policies.
This deductible version of TOIL will still be included in reports so you will be able to view how much time was taken.
Through the employee allowance details, you will also be able to see how much time was added to their profile. Alternatively, you can create a custom report and select the field "Leave limit adjustments" and you will be able to view the total of of time adjusted for a Team Member.
And just like that, you are managing your team's TOIL