Timetastic

Initial setup and customising Timetastic to your policies and procedures

Setting up Timetastic

These short videos will give you a whistle-stop tour of Timetastic, the perfect way to learn the ropes. So grab a coffee, take a seat - you'll feel like a…

Timetastic tutorials

Welcome to Timetastic, let's do this!

This quick start guide walks you through the initial setup. By the end you'll have a good understanding of the ins and outs and…

Getting started - how to set up Timetastic

When you have more than a handful of employees, creating them one at a time on Timetastic would be too time consuming.

Import/ bulk upload of users

To help organise your Timetastic account we recommend setting up departments that align with your internal structure.

Managing departments

Timetastic can deal with as many different types of leave as you need.

Setting different types of leave

Although it seems clean to switch to Timetastic at your year-end, we see lots of new customers start mid-year.

Moving to Timetastic - data import

By default, leave requests are sent to the department manager, but this can be overridden on an individual employee basis by setting their approver.

Set who approves leave

If your organisation lets employees carry over unused allowance, Timetastic can automatically roll it over from one year to the next.

Setting your annual carry forward

Set your annual allowances

In addition to a users annual allowance, you can also assign the public holidays for any one of 250 countries and 3,000 different regions.

Public holidays

If you're new to Timetastic you might find some of the icons and symbols we use need some explanation.

Calendar and Wallchart icons & symbols

Initial Setup

If you need to maintain minimum staffing levels, you can use Timetastic's Maximum absent function to set the number of people that can be off at the same time in…

Maximum absent

Locking a date prevents staff from booking time off on dates/date ranges you specify.

Lock dates

Group bookings allow you to book time off for a full department or your entire organisation in one go.

Group bookings

Need to analyse sickness? Want to look at holidays over a specific date range? Want to take a full backup?

Reports and backup

You can of course record and log any type of absence on Timetastic - it comes pre-configured with holiday, unpaid, sick leave, maternity/paternity, meeting and compassionate.

Sick Leave - recording and reporting

Admin Functions

Adding users can be done individually or in bulk.

Adding users

Before we even book time off work and calculate a deduction from your annual allowance, we need to know when you work.

Setting your users working schedule

For each staff member you have the choice of assigning their annual allowance stated in either days or hours:

Annual allowance: in days or hours

There's a lot of variation in the calculation of a pro rata, different companies, different countries, different regions have their own standards.

Pro rata calculations

You can personalise Timetastic by uploading your own photo.

Add a profile photo

Using the multi select options you can change settings for a number of (or all) employees at the same time.

Multi select / bulk admin of users

If your organisation permits employees to carry forward allowance to the following year, this can be configured within the 'Settings' of Timetastic.

Editing carry forward for users

When you added users, if you chose to withhold the invites or you have a user who didn't receive theirs, then you can resend.

Sending user invites

When someone leaves your organisation you can archive them (which retains their record) and then delete them (which completely removes all trace).

Users: delete / archive / removing

Just as you can archive a user, any admin user on your account can also restore them, as follows:

Restoring users/ unarchive

Timetastic lets you track and manage time off, but what you can see and do within your own Timetastic account depends on your user role and the organisation's privacy settings.

What can employees see in Timetastic?

Managing Users

Find answers and get help from Intercom Support and Community Experts

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