FAQ content

Time Off: Add and manage your time off requests

In this article

When a user adds time off to LibStaffer, they're defining specific times when they are unable to work. This is great for blocking out events like birthdays, vacations, appointments, sick time, travel, etc. Depending upon how your admins have set up your LibStaffer system, time off requests may require approval.

When time off is approved, the user will be treated as unavailable during those times. However, that does not automatically remove the person from any currently assigned shifts. They would still need to give up or swap the shifts (or an admin could manually reassign the shift in the schedule), and schedule admins can also override the unavailable status to manually assign them to shifts.

Time off can be added in a couple of ways:

  • If enabled, staff can add their own time off to LibStaffer.
  • Admins can add time off on behalf of any user.

To get started, click on  Time Off in the command bar.


Add a single time off request

Via the Add Time Off button

To quickly start a new time off event:

  1. Under the Time Off tab, click on the  Add Time Off button.
  2. Select One Time Only from the dropdown. This will display the Once Off window, where you can configure the event.
Adding a one-time time off request
  1. If you are a schedule admin, use the Account dropdown to select which user this time off is for. (Your name will be selected by default.) If you are a system admin, you can select multiple users from the Account dropdown to add time off for more than one user at a time. 
    • Don't see this field? Then you're not an admin -- skip to Step 5. :)
  2. Use the From Date and To Date fields to select the dates for the time off.
    • If this is for a single date, just select the same date in both fields.
  3. Select the times for the time off.
    • If this is for the entire day, select the All Day checkbox.
    • Otherwise, use the From Time and To Time fields to select specific times.
  4. Select the appropriate category for the time off.
  5. Optionally, you can add a note about this time off. If your requests require approval, this can help provide some context for the admin reviewing your request.
  6. Click the Save button.
Creating and saving a time off request

Via the calendar interface

When you're viewing the time off calendar, in either Calendar View or Staff Timeline view, you can also start a new one-time time off event by clicking on a specific date.

After clicking on a date, the Once Off window will appear, with the From Date and To Date fields already set to that date. If needed, you can adjust those dates while you configure the remaining options for the time off event (see Steps 3-8 above).

Clicking a calendar date and launching the Once Off window

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Add recurring time off

If a user has regularly occurring time off, such as off-site meetings or appointments, you can use recurring time off instead of adding each event individually.

  1. Under the Time Off tab, click on the  Add Time Off button.
  2. Select Recurring Time Off from the dropdown.
Adding a recurring time off request
  1. If you are a schedule admin, use the Account dropdown to select which user this time off is for. (Your name will be selected by default.) If you are a system admin, you can select multiple users from the Account dropdown to add time off for more than one user at a time. 
    • Don't see this field? Then you're not an admin -- skip to Step 4. :)
The Daily / Weekly recurrence options
  1. Use the Frequency options to choose how often the time off repeats.
    1. Daily / Weekly: this allows you to set up repeating time off one or more days a week at different intervals.
      • Use the checkboxes to select each day of the week the time off occurs on.
      • Use the dropdown to select the frequency of this pattern (every week, every 2 weeks, etc.)
    2. Monthly: this allows you to set up repeating time off in monthly intervals. There are two options for monthly time off:
      • The first option allows you to repeat on a specific day of the month (e.g. the 5th of every month). Use the first dropdown to select the day and the second dropdown to select the interval, between 1 and 12 months.
      • The second option allows you to repeat on a specific day of the week (e.g. the 1st Monday of every month). Use the first dropdown to select the week, the second dropdown to select the day, and the last dropdown to select the interval (between 1 and 12 months).
The Monthly recurrence options
  1. Use the From Date and To Date fields to select the date range for the time off.
    • The time off will be repeated starting on the From Date and ending on the To Date.
  2. If this is for the entire day, select the All Day checkbox.
  3. Otherwise, use the From Time and To Time fields to select specific times.
  4. Select the appropriate category for the time off.
  5. Optionally, you can add a note about this time off. If your requests require approval, this can help provide some context for the admin reviewing your request.
  6. Click the Save button.
Creating and saving recurring time off

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View, edit, and delete time off

Although Admin users have the ability to view, edit, and delete any time off event on the calendar, Regular users are limited to viewing and deleting their own time off events (unless they are either another user's Direct Supervisor or have been given the Approve Time Off permission for a schedule.)

If time off mediation is disabled in your LibStaffer system settings, regular users will also have the option to edit their approved time off. Otherwise, they will only have the option to delete their approved time off.

View the time off calendar

To navigate the Time Off calendar:

  1. Click on Time Off in the command bar.
    1. Use the Day, Week, and Month buttons to switch between different calendar views.
    2. Use the Left () and Right () arrow buttons to navigate between days, weeks, or months.
    3. Use the Today button to return to the current date.
    4. Schedule Admins only: use the Staff dropdown to view time off for one or more users at once.
    5. Schedule Admins only: if you want the currently selected staff to display by default when visiting the Time Off calendar, click the Set as Default View button.
Viewing the time off calendar

Time off requests are color coded to indicate their current status:

  • Gray indicates that the time off request is still pending approval by an admin.
  • Green indicates that the time off was approved.
  • Red indicates that an admin has denied the time off request.

Edit time off

Admins can edit any time off request, regardless of its approval status. This includes the dates, times, recurrence pattern, category, and/or notes. Regular users can only edit their own time off (and only when time off mediation is disabled), unless they have been given elevated permissions for a schedule or assigned as another user's Direct Supervisor.

  1. Click on the time off event in the calendar.
Clicking on a time off event
  1. In the Edit Time Off window, you will be able to edit all details for this time off request. If this is a recurring time off event, this includes the date range and recurrence pattern.
    • Please note: you cannot convert a single time off event to a recurring series.
  2. Click the Save button. (Please note that this does not send a notification to the user.)
The Edit Time Off window
Use drag and drop to adjust a pending time off event

To move a time off request to a new start time, click and drag the request up or down on the same day (note: you cannot drag & drop a request onto a different date).

As you are dragging the request around, you'll see a silhouette of the request showing the new times. Once you've reached the desired time, drop the shift onto the calendar.

You'll then be prompted to confirm the new times. Click OK in the alert message to save your changes.

Dragging a request to a new start time

To increase or decrease a time off request's end time, hover your mouse cursor over the bottom edge of the request until you see the resize cursor appear.

Then, click and drag the bottom edge of the request up to decrease its end time, or down to increase its end time. When finished, release the mouse cursor.

You'll then be prompted to confirm the new times. Click OK in the alert message to save your changes.

The resize cursor along the bottom edge of a time off request

Delete time off

Because Admin users also have the ability to edit any time off event, they will find the option to delete a time off event within the Edit Time Off window. Regular users can only delete their own time off, unless they have been given elevated permissions for a schedule or are assigned as another user's Direct Supervisor.

  1. Click on the time off event in the calendar.
Clicking on a time off event
  1. In the Edit Time Off window, click on the Delete Time Off button.
The Delete Time Off button in the Edit Time Off window
  1. If this is a recurring time off series, you will see a few different options (if this is a single event, skip to Step 4). Select one of the following:
    1. The first option is to delete only the event you selected on the time off calendar. The rest of the series will remain in tact.
    2. The second option is to delete all future time off events, including the event you selected on the time off calendar. All prior events in the series will remain in tact.
    3. The last option is to delete the entire series, including past time off events.
  2. When ready to proceed, click the Delete Time Off button.
Selecting a deletion option for an event in a series

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