Overview
When using the Workrest leave tracker, paid and unpaid days along with leave balances will automatically be pulled into the payroll table. All you will need to do is input the leave information for each crew member. You will be able to add or edit leave as needed, but you will need to ensure that all leave for the period has been logged before you submit payroll for that period.
Please follow the steps below for inputting crew leave.
Scheduling Leave
To schedule leave from your Vessel Dashboard, head over to the leave table and follow the steps below:
Click a day in their calendar for the crew member, or click the three dot menu below their name and select the ‘Schedule leave’ with the Palm tree icon '🌴'
This will now give you the option to enter as much or as little information as you would like.
Outbound
Outbound travel - Assign in 1 day intervals. Travel always needs to start at the start of the day (same for inbound travel, which will also need to finish end of day).
Outbound flight - Adding this will take one flight off the crew member flight allowance. You do not have to add a flight to add flight details if the flight is not officially counting against their allowance.
Outbound flight details - You can add the departing/arrival flight details, airport, date, time, number, as well as a note at the end. This will all be copied into the email if you choose to notify the crew member.
Leave
Leave details - On selection of the leave type, you’ll see the grey cells update with the property of the leave you’ve selected: If it accrues leave, earns a salary, deducts from the leave balance (and at what rate).
If you’ve added outbound travel, the start of the leave period will automatically have been updated for you, if not, you can select the leave start date and then either an end date or enter the duration of the leave and the end date will automatically update for you.
You can add a comment here as well.
Inbound
Inbound works in the exact same way as outbound. Here you will be able to put the details associated with the inbound travel back to the vessel.
Review
Review the leave and confirm the details. If you'd like to make changes, you can go back to any of the previous steps by hitting the tab headers running along the top. Simply hit 'Approve' to finish.
Notify; Confirm if you would like to notify the crew member or someone else, HOD for example, of the leave that has been assigned.
The scheduled leave will now appear as black days in HoR, or depending on the type Paid Leave (Auburn) Rotation (Purple) or Other (Mint) within the crew members calendar.
Once leave has been scheduled, it will be visible to crew via their app.
Editing Leave
You can edit any aspect of the scheduled leave by clicking on one of the leave days in the leave calendar.
Once a leave request is approved or leave is scheduled by a vessel admin, crew members will not be able to edit the leave, if a change needs to be made, it will need to be done by a Vessel Admin from the Dashboard. See Amending scheduled leave.
Payroll Table
Any scheduled leave will show in the Payroll table, whether it is deducting or non-deducting leave. Leave scheduled once payroll for that crew member has been locked will not apply until the payroll has been unlocked.
If leave is edited within a locked payroll period changes will not apply until the crew members payroll is unlocked.
If any leave is awaiting approval this will show in brackets and orange in the applicable leave column. It will need approving before payroll can be submitted for the period.
Scheduling Leave with locked payroll
When scheduling or editing leave for a crew member who has payroll locked for the period the leave falls within, you will receive a pop up warning message when you submit the leave/change.
You have the option to cancel the action or to click 'I understand'. Clicking 'I Understand' will then mean the changes will show in the leave table immediately, but will not apply to the payroll table until the crew members payroll for the affected period is unlocked.