What Is Schedule Time Off?

The number of hours that an employee is absent from work after planning in advance with their employer is known as scheduled time off. A simpler way to put this definition is requesting time off schedule for a future date. For example, requesting a scheduled time off for annual leave or scheduling time off in advance for an important life event like maternity.

Rules for Requesting Time off Requests

When it comes to employees’ time off requests and you approving them, there are serval rules that you should consider.

Communicate Clearly

Make sure you communicate the time off policy clearly and in advance to the employees. Transparency is very important if you want to be clear on establishing time off rules in the company. For example, if you wish no one can schedule time off for the busiest months, mention it in your policy. 

Establish a Standardized System for Submission

When it comes to submitting their time-off requests, there should be one procedure for all employees to stick with. Scheduled or not, try to prevent verbal time off requests. Also, consider a simple time-off tracking software to make things easier for you. A good absence management system helps employers keep track of when employees request time off and how many more leaves they can request for. 

How Far in Advance Should the Request Be

Thirdly, establish clear rules on how far in advance the schedules time off needs to be. Usually, advance notice of two weeks is considered a good rule. It also gives you plenty of time to hire a temporary substitute if the need arises. 

How Often Can the Requests Be Made

There should be a limit to how many times your employees can schedule time off. For example, you may consider allowing 20 days of leave per year. This will help prevent employees from scheduling too much time off work.

Create a System to Avoid Overlapping Requests

If one or two employees schedule time off for the same date, that can be fine. However, you wouldn’t want most of your employees away from work on the same day, especially on important workdays. To avoid overlapping requests create a system to prevent them. For example, you can consider a first come first served basis or you can approve those requests that appear more serious. 

The easiest way to handle any kind of time off requests is to use a tool that serves this purpose. The best tools not only take care of your employees’ time off requests but also take half the things off your plate. For example, AttendanceBot offers a simplified leave management system and keeps track of your employees’ time off efficiently.


Related Terms
Time off Management