diff --git a/content/applications/hr/time_off/allocations.rst b/content/applications/hr/time_off/allocations.rst index 1453ef9073..a50385ce85 100644 --- a/content/applications/hr/time_off/allocations.rst +++ b/content/applications/hr/time_off/allocations.rst @@ -2,6 +2,9 @@ Allocations =========== +Allocations are amounts of time off given to employees, either granted immediately or earned as the +employee works, through an accrual plan. + Once :ref:`time off types ` and :ref:`accrual plans ` have been configured, the next step is to *allocate*, or give, time off to employees. @@ -26,15 +29,17 @@ Click :guilabel:`New` to allocate time off, and a blank :guilabel:`Allocation` f After entering a name for the allocation on the first blank field of the form, enter the following information: +- :guilabel:`Name`: Enter a name for the allocation, typically containing the type of time off, and + the period of time it is available (example: `Annual Vacation Time Off - 2025`). - :guilabel:`Time Off Type`: Using the drop-down menu, select the type of time off that is being allocated to the employees. -- :guilabel:`Allocation Type`: Select either :guilabel:`Regular Allocation` or :guilabel:`Accrual - Allocation`. If the allocation is **not** based on an :ref:`accrual plan - `, select :guilabel:`Regular Allocation`. +- :guilabel:`Allocation Type`: Select how the allocation is granted. Choose :guilabel:`Regular + Allocation` if the time off is given immediately, or :guilabel:`Accrual Allocation` if the time + off is earned through an :ref:`accrual plan `. - :guilabel:`Accrual Plan`: If :guilabel:`Accrual Allocation` is selected for the :guilabel:`Allocation Type`, the :guilabel:`Accrual Plan` field appears. Using the drop-down menu, - select the accrual plan with which the allocation is associated. An accrual plan **must** be - selected for an :guilabel:`Accrual Allocation`. + select the accrual plan associated with the allocation. An accrual plan is **required** when using + the :guilabel:`Accrual Allocation` type. - :guilabel:`Validity Period/Start Date`: If :guilabel:`Regular Allocation` is selected for the :guilabel:`Allocation Type`, this field is labeled :guilabel:`Validity Period`. If :guilabel:`Accrual Allocation` is selected for the :guilabel:`Allocation Type`, this field is @@ -45,37 +50,14 @@ information: allocation, and click on the date to select it. If the allocation expires, select the expiration date in the next date field. If the time off does - *not* expire, leave the second date field blank. :guilabel:`No Limit` appears in the field if no - date is selected. + *not* expire, leave the second date field blank. If :guilabel:`Accrual Allocation` is selected for the :guilabel:`Allocation Type`, this second field is labeled :guilabel:`Run until`. - - .. important:: - If the :guilabel:`Start Date` entered is in the middle of a period of time, such as the middle - of the month, Odoo applies the allocation to the beginning or end of the period, depending on - the *Accrued Gain Time* entered on the :ref:`accrual plan ` (either *At - the start of the accrual period*, or *At the end of the accrual period*) instead of the - specific date entered. - - For example, an allocation is created, and references an accrual plan that grants time *At the - start of the accrual period*, monthly, on the first of the month. - - On the allocation form, the :guilabel:`Allocation Type` is set to :guilabel:`Accrual - Allocation`, and the :guilabel:`Start Date` entered is `06/16/24`. - - Odoo's **Time Off** app retroactively applies the allocation to the beginning of the time - period entered in the :guilabel:`Start Date`. - - Therefore, this allocation accrues time from `06/01/24`, rather than `06/16/24`. - - Additionally, if on the accrual form, the allocation references an accrual plan that grants - time *`At the end of the accrual period*, the allocation accrues time from `7/01/24` rather - than `6/18/24`. - - :guilabel:`Allocation`: Enter the amount of time that is being allocated to the employees. This field displays the time in either :guilabel:`Hours` or :guilabel:`Days`, depending on how the selected :ref:`Time Off Type ` is configured. +- :guilabel:`Employee`: Using the drop-down menu, select the employee being allocated the time off. - :guilabel:`Add a reason...`: If any description or note is necessary to explain the time off allocation, enter it in this field at the bottom of the form. @@ -83,8 +65,24 @@ information: :alt: A new allocation form with all the fields filled out for the annual two week vacation granted to all employees. -Multiple Allocations --------------------- +Accrual start date behavior +--------------------------- + +If the :guilabel:`Start Date` is in the middle of an accrual period, Odoo adjusts it to the start or +end of that period based on the *Accrued Gain Time* entered on the :ref:`accrual plan +`. + +.. example:: + - *At the start of the accrual period*: A :guilabel:`Start Date` of `06/16/25` applies from + `06/01/25` + - *At the end of the accrual period*: A :guilabel:`Start Date` of `06/18/25` applies from + `07/01/25` + +Automatic adjustments on the start date to either the begining or end of an accural period ensures +accruals align with the defined period boundaries, rather than the exact date entered. + +Multiple requests +----------------- When allocating time off, it is common to allocate time to several employees at once. This is done using the :guilabel:`Multiple Requests` feature. @@ -94,10 +92,10 @@ app --> Management --> Allocations`. Then, click the :icon:`fa-gear` :guilabel:` the upper-left corner, then click :icon:`fa-users` :guilabel:`Multiple Requests`. This reveals a :guilabel:`Multiple Requests` pop-up window. -This form is identical to the :guilabel:`Allocation` form, with an additional :guilabel:`Mode` -field. The :guilabel:`Mode` field determines how multiple employees are selected. +This form is identical to the :ref:`Allocation form `, with an additional +:guilabel:`Mode` field. The :guilabel:`Mode` field determines how multiple employees are selected. -Using the drop-down menu, select one of the following :guilabel:`Modes`: +Using the drop-down menu, select a :guilabel:`Mode` from one of the following options: - :guilabel:`By Employee`: This option allows for the selection of multiple individual employees that are unrelated in terms of department, company, or tags. Selecting this reveals an @@ -126,9 +124,31 @@ desired. Fill out the remainder of the :ref:`Multiple Requests form `, then click :guilabel:`Create Allocations` when done. -.. image:: allocations/multiple-requests.png - :alt: An allocation request form filled out for sick time for all employees within the sales - department. +.. example:: + A company hosts an annual picnic, including a raffle. There are five raffle prizes for a free + vacation day, which must be redeemed by the end of the year. The winners of this raffle all have + the tag `Raffle Winner - 2025 Employee Picnic Prize` added to their employee profiles. + + The time off officer creates multiple allocations, and configures the :ref:`Multiple Requests + form ` as follows: + + The name for the allocation is :guilabel:`Vacation Day - Raffle Prize - 2025 Picnic`. The + :guilabel:`Mode` is set to :guilabel:`By Employee Tag`, and the :guilabel:`Tag` identified is + :guilabel:`Raffle Winner - 2025 Employee Picnic Prize`. + + The :guilabel:`Time Off Type` is set to :guilabel:`Vacation Time Off`, with the + :guilabel:`Allocation Type` set to :guilabel:`Regular Allocaiton`, since the time off is given up + front, and is not *earned*. + + The :guilabel:`Validity Period` is set to :guilabel:`07/18/2025` :icon:`oi-arrow-right` + :guilabel:`12/31/2025`, since the compnay picnic was that day, and the earned vacation day + expires at the end of the year. + + The :guilabel:`Allocation` is set to :guilabel:`1.00 Days`, and `A bonus vacation day won at the + annual Company Picnic.` appears in the details at the bottom. + + .. image:: allocations/multiple-requests.png + :alt: An allocation request form filled out for a bonus vacation day for raffle winners. .. _time_off/request-allocation: @@ -146,13 +166,15 @@ list view. Both buttons open a new allocation request form. .. note:: Both options open a new allocation request form, but when requested from the :guilabel:`Dashboard`, the form appears in a pop-up window, and the *Validity Period* field does - **not** appear. When requested from the :guilabel:`My Allocations` list view, the screen - navigates to a new allocation request page, instead of presenting a pop-up window. + **not** appear. + + When requested from the :guilabel:`My Allocations` list view, the screen navigates to a new + allocation request page, instead of presenting a pop-up window. Enter the following information on the new allocation request form: -- :guilabel:`Time Off Type`: Select the type of time off being requested for the allocation from the - drop-down menu. After a selection is made, the title updates with the time off type. +- :guilabel:`Time Off Type`: Using the drop-down menu, select the type of time off being requested + for the allocation. After a selection is made, the title updates with the time off type. - :guilabel:`Validity Period`: By default, the current date populates this field, and it is **not** able to be modified. This field **only** appears when requesting an allocation from the :guilabel:`My Allocations` view (:menuselection:`Time Off --> My Time --> My Allocations`). @@ -167,8 +189,7 @@ If the request was created from the :guilabel:`Dashboard`, click the :guilabel:` on the :guilabel:`New Allocation` pop-up window to save the information and submit the request. If the form was completed from the :guilabel:`My Allocations` list view, the information is -automatically saved as it is entered. However, the form can be saved manually at any time by -clicking the :icon:`fa-cloud-upload` :guilabel:`(cloud upload)` icon. +automatically saved as it is entered. .. image:: allocations/allocation-request.png :alt: An allocation request form filled out for an employee requesting an additional week of diff --git a/content/applications/hr/time_off/allocations/multiple-requests.png b/content/applications/hr/time_off/allocations/multiple-requests.png index 3b34f88ec3..2eb10e9030 100644 Binary files a/content/applications/hr/time_off/allocations/multiple-requests.png and b/content/applications/hr/time_off/allocations/multiple-requests.png differ diff --git a/content/applications/hr/time_off/allocations/new-allocation.png b/content/applications/hr/time_off/allocations/new-allocation.png index ac38c86faa..359ca91723 100644 Binary files a/content/applications/hr/time_off/allocations/new-allocation.png and b/content/applications/hr/time_off/allocations/new-allocation.png differ