👤 Who Can Use This:
Workspace Admins & Operations Admins
🧭 Navigation:
Payroll & Accounting → PTO Management
✨ Overview
The PTO listing screen allows admins to:
View all submitted PTO requests
Approve, reject, or cancel requests based on eligibility and policy
Automatically update used hours and balances
Track changes with timestamps and audit actions
📋 Columns & Information Displayed
Each row in the PTO Management list view includes detailed and structured information to help you make informed decisions at a glance.
Column | Details Displayed |
Submitted By | Candidate’s name, employment start date, eligible PTO days, work hours, and location. |
PTO Request Details | PTO request date, total hours requested, and the reason provided by the candidate. |
Client | The name of the client linked to the employment/job order. |
Job Order | The job title or position associated with the PTO request. |
Submitted Date | The date when the PTO request was submitted. |
Status | Current status of the request: Submitted, Approved, Rejected, or Cancelled. |
PTO Balance | Candidate’s available PTO balance (e.g., Before → After 2.14 hours → -0.11 hours). |
Action By | 🟨 If the request is still "Submitted", the Action By field shows: |
Action | Available On | Description |
Approve | Submitted, Rejected | Approves request and deducts hours from balance. |
Reject | Submitted, Approved | Marks request as rejected. |
Cancel | Approved, Rejected | Only WA / Ops Admin can cancel. |
📌 You can access the Notes & Tasks panel from each row to review communication history and internal notes for the requesting candidate.
📌 Approval & Rejection Logic
✅ Approve Request
Only Submitted, Cancelled or Rejected requests can be approved.
Upon approval:
Deduct requested hours
Store approver name and timestamp
Status updated to
ApprovedEmail sent to the candidate
❌ Reject Request
Submitted, Cancelled or Approved requests can be rejected.
Status is set to
RejectedAction By column shows updated details
Email sent to the candidate
🚫 Cancel Request
Only Workspace Admin / Ops Admin can cancel
Can cancel only Approved or Rejected requests
🧮 PTO Accrual Calculation
PTO balances are calculated using:
Semi-monthly OR Monthly accrual policy
Start date, end date, and policy type (semi-monthly/monthly)
📆 Semi-Monthly Breakdown
Each month is divided into two periods:
1st to 15th
16th to end of month
📆 Monthly Breakdown
Entire month is a single period (1st to end)
🧠 Function Requirements
Given a startDate and endDate, the function:
Determines how many full/partial periods fall in the date range
Pro-rates partially covered periods
📊 Example Calculations
Start Date | End Date | Accrual Periods (Semi-Monthly) |
2025-01-01 | 2025-01-15 | 1.0 |
2025-01-16 | 2025-01-31 | 1.0 |
2025-01-10 | 2025-01-20 | ~0.7125 |
2025-01-10 | 2025-03-01 | ~3.47 |
Accrued Days Example:
If policy = 4 days/year, and 1.0 periods completed:
→accruedDays = 1.0 × (4 / 24) ≈ 0.167 days
→≈ 0.167 × 8 = 1.33 hours
📅 Anniversary/Calendar Year Expiry Policy
A policy option in PTO Expiry dropdown: Calendar Year or End of Contract
📘 How It Works:
On January 1st, balance resets to 0
Accruals restart from scratch
If an employee leaves before Jan 1, normal expiry applies
A policy option in PTO Expiry dropdown: Anniversary or End of Contract
📘 How It Works:
On Anniversary Date, balance resets to 0
Accruals restart from scratch
It is based on joining date
🎨 Status Tags (Contextual Colors)
Status | Color |
Submitted | Blue |
Approved | Green |
Rejected | Red |
Cancelled | Grey |
🔁 Change of Mind?
You can approve 'cancelled or rejected' requests and reject 'approved or cancelled' ones anytime.
🔍 Key Features
✅ Paginated List View
Displays 20 records per page
Ordered by Submitted Date (Descending) for most recent visibility
Each row shows PTO request details for a candidate, including status and approver actions
🔄 Sorting Options
Users can sort requests by:
Recently Added
First Name (A–Z / Z–A)
Last Name (A–Z / Z–A)
🎯 Filters
Easily narrow down PTO requests using:
Search Text Field: Candidate Name, Jombone ID, Email, or Mobile
Status Dropdown: Filter by Submitted, Approved, Rejected, Cancelled
📌 Reviewing Notes & Tasks
From each PTO row, Admins can:
Click to open the Notes & Tasks side panel
View all pre-existing notes and tasks related to the candidate
Add new internal notes to log communication or decisions
📤 Export PTO Report (XLS)
Admins can export a full PTO report for all employments under the logged-in Staffing Company.
📁 Option Label: Download PTO Balance
📍 Location: Top right of the PTO Management page
📄 Output: XLS file downloaded in the same tab
Report Includes:
All employments:
Active and ended
With or without PTO policies
Report Columns:
Column Name | Description |
Client Name | Client associated with the job |
Job Order Name | Title of the job order |
Candidate Name | Name of the worker |
PTO Policy Name | Policy applied (or NA) |
Eligible Days | Days granted as per policy |
Work Hours | Total work hours |
Accrual Frequency | Daily, weekly, monthly, etc. |
Expiry Policy | Policy on unused PTO expiry |
Used Hours | Hours already used by candidate |
Leave Balance | Calculated as of current date |
File name includes date:
PTO_Report_<Date of Report Generation>.xls
🌟 Why This Matters
PTO Management empowers your teams to:
Maintain transparency in PTO tracking
Take timely action on leave requests
Reduce payroll disputes
Ensure workforce availability planning
💡 Tips & Best Practices
✅ Only Submitted requests can be directly approved or rejected
🔄 Rejected and Approved requests are reversible by Admins
✉️ Notification emails are automatically triggered after actions
📈 PTO balances are always live based on:
Accrual Policy (monthly/semi-monthly)
Initial PTO (if any)
Calendar Expiry Rule
🧾 Always track changes via Action By and Request Date
Use the filters and sorters to manage high-volume requests more easily.
Regularly export reports to reconcile PTO usage with payroll.
Make use of Notes for better audit trails and cross-team communication.