How to set up a departmental time off request sheet?

NHI

I was wondering how I could set up a document that is one sheet for time off. The main things we need are a form or something to fill out that will go to the employees specific manager to approve or deny, and will then notify the employee if it has been denied or approved, and if approved, will then populate in the sheet in the correct place. Our time-off request sheets are pretty simple, asking when, why, and one more company specific question. Is this possible in smartsheets?

Stephanie Taylor

I have created a smartsheet for this exact purpose.  My sheet will do everything except put the approval in the correct spot.  Someone will have to do a little maintenance on the sheet.  We have been using this for almost a year now and it is working great.  I've even shared it with other offices and it has made it alot easier for the employees and the managers.

 

I have attached a screen shot of the sheet.  Hopefully this helps. 

 

Some Notes:

- After you set your sheet up you will need to create the webform (we have links to the webform on everyone's desk for easy access) 

- The column with the email address has to be a Contact column.  Reason being is that the Reminder you set up will be based on the email column.   We use Reminders instead of Notification so the employee will only get their approvals and denials.  If you set up noitifications then everyone will get the approvals and denials.

- When the approval date is entered the manager needs to put tomorrows date in the approval column or else an Alert email will not be sent to the employee 

- You can create a seperate sheet for each manager and have webforms for each sheet or you can use one sheet and use the drop down feature for the managers column and the manager just select their name.

The sheet must be shared with each employee so they get the Notifications or Reminders how ever you set up your Alerts. 

If you have any questions please email me and I will be glad to help.

My email address is stephanie.taylor@maryland.gov

Stephanie Taylor

Sorry It wouldn't let me upload the image unless it's a png, gif,  or jpeg.  Send me your email and I will email the images to you.

Travis

Stephanie, if you email me the screenshot, I will attach it to this discussion so other users can see your solution.

 

community@smartsheet.com

 

Thanks! 

Travis

Here are the two screenshots Stephanie sent me:

 

CraigH

Great form, Stephanie!

 

I am going to show it to our HR specialist and recommend we use something similar for our time off requests. Right now it's all manual with paper forms and spreadsheets. This would definitley be an improvement.

 

Stephanie Taylor

CraigH,

 

I do have a template I can share with you if you like.  Just shot me an email  stephanie.taylor@maryland.gov

Travis

Stephanie shared her template here: https://community.smartsheet.com/discussion/here-time-keeping-smartsheet

Tony Davidson - SmartSheet Certified User 2016

This is very helpful!  Thank you!

Tony Davidson - SmartSheet Certified User 2016

I tried setting the approval date to tomorrow on a test of this setup with one of my employee's and the email did not send out?  Does this typically not send until the next day??

Stephanie Taylor

It will send tonight around 2 am EST.  That's why you have to put tomorrow's date in.  Or in our case dated it a day ahead was a pain so we changed it to notify everyone once an hour on all changes.  

Tony Davidson - SmartSheet Certified User 2016

ok thanks Stephanie!