If you're using a TOIL (Time off in lieu) bank, employees can use their banked hours when booking leave.
You can deduct TOIL hours from an employee's balance when approving a leave request, adding time off in the rota, or adding leave directly to a timesheet.
Using TOIL when approving a leave request
If an employee has requested leave and you'd like it to come from their TOIL balance:
Go to Time off > Leave requests
Open the request you'd like to approve
Before approving, check the details:
Dates requested
Number of hours
Any notes or justification provided
Then:
Select the employee's TOIL bank under 'Leave Type'
Click Approve.
The leave will be approved and the corresponding hours will automatically be deducted from the employee's TOIL leave balance.
Using TOIL when adding leave in the rota
You can also add leave directly in the Rota and deduct the hours from a TOIL bank.
1. Click the + button for the relevant employee
2. Select Time off
3. Confirm or adjust the number of hours
4. Choose the employee's TOIL bank as the Leave type
5. Click Create.
The leave will be added to the rota and the hours will be deducted from the employee's TOIL balance.
Important: Don't forget to publish your rota so employees can see the change.
Using TOIL when adding leave to a timesheet
If you're adding leave for a past date or directly through a timesheet:
Go to Attendance
Open the employee's timesheet
Click '+ add time entry'.
Select 'Time off'
Choose the employee's TOIL bank under Type
Click 'Save'.
The leave will be added to the timesheet and the appropriate number of hours will be deducted from the employee's TOIL balance.
Note:
Whenever leave is linked to a TOIL bank, Rota & Time Cock automatically deducts the hours from the employee's available balance. This helps keep leave records and TOIL balances accurate without any manual calculations.