Offdays is a Time Off & Absence Management software that simplifies and automates the Time Off Process. Create time off rules and manage all time off requests, approvals, scheduling and accruals. This web-based solution will help you to control efficiently employee time off, from anywhere at anytime, thanks to the ESS (Employee Self-Service) and its automated notifications: requests, approvals, refusals, corrections, etc. You can create unlimited time off types and balances, with their own color code. Offdays is easy and user-friendly. No need for substantial documentation or heavy training sessions, you will be able to set up and use the software by your own self. Offdays will definitely improve your workforce productivity and allow you to save time and money. According to the U.S. Bureau of Labor Statistics, paid sick leave in March 2009 cost private-sector employers 23 cents per employee hour on average across all occupational groups. Don’t deprive yourself of a good absence management!

1. OffDays
Getting Started
Full Guide
April 2013

2. Managing Absence. …... . . . . . . . . . . . . . . . . . . 03
Setting…….. . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Managing Absence. . . . . . . . . . . . . . . . . . . . . . . 26
Setting……. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Managing Absence……. .. . . . . . . . . . . . . . ……36
Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
 HR Mode
 MANAGER Mode
 USER Mode

3. HR Mode : Managing Absence
3
Dashboard
Absence
 Graphic view
 Dynamic view
 Calendar view
 Add an absence
 Edit an absence
 Graphic view
 Dynamic view
SettingMain Menu
Balance
 Dynamic view
 Graphic view
 Add balance
 Edit balance
 Setting interface
 Annual limits
 Monthly limits
 Daily limits
 Schedule
 Fixed holidays
 Workers
 Teams
 Sites

4. HR Mode – Main Menu
4
The main menu provides access to various tools
for managing leave and holidays.
Main menu
Filters allow you to select workers, teams and sites to
view in a given period.
Filers menu

5. HR Mode – Dashboard – Dynamic view
5
Dynamic view enabled
This view allows you to view for selected workers in the "Filters" menu, the status of their leave
balances: Type of leave, basic balance, hours used, hours awaiting validation, vacation hours still
available and their validity

6. HR Mode – Dashboard – Graphic view
6
Graphic view enabled
This view allows you to view for selected workers in the "Filters" menu, the status of their leave
balances: Leave Type (color), basic balance, hours used, hours awaiting validation, hours of leave yet
available in graphical form.

7. 7
HR Mode – Absence – Dynamic view
This view allows you to view for selected employees in the "Filters”, list of vacation requests and their
status and their time with the ability to change them.

8. 8
HR Mode – Absence – Graphic view
This view allows you to show for selected employees in the "Filters" menu, list of vacation requests,
their status and their period in graphical form with the ability to change them.

9. 9
HR Mode – Absence – Calendar view
This view allows you to show for selected employees in the "Filters" menu, in calendar form, leave
requests and their status color code with the ability to change them.
Pending request
Request refused
Request accepted
Edit, validate, deny
or delete request

10. 10
HR Mode – Absence – add an absence request
Save the request
Select the start date
Select the type of leave
Select an employee to apply a request
for him
Choose 1 for a full day and ½ for a
half-day
Select the end date

11. 11
Comment changes
HR Mode – Absence – Edit an absence request
Save comment and changes
Save comment
Delete request
Validate the request Refuse the request
Save changes

12. 12
HR Mode – Balance – Dynamic view
This view allows you to view for selected employees in the "Filters" menu, list of added leave balances,
type and availability.

13. 13
HR Mode – Balance – Graphic view
This view allows you to view for selected employees in the "Filters" menu, list of added leave balances,
type color code as well as their availability in graphical form.

14. 14
HR Mode – Balance – Add leave balances
Select an employee to
add balances for him
Save the balance
Balances in hours
and minutes
Select the end
date of availability
Select start date
of availability
Select the type of leave

15. 15
HR Mode – Balance– Edit leave balances
Save balance
Balances in hours
and minutes
Select the end date of availabilitySelect start date
of availability
Select the type of leave
Delete balance

16. HR Mode : Setting
16
 Setting interface
 Annual limits
 Monthly limits
 Daily limits
 Schedule
 Fixed holidays
 Workers
 Teams
 Sites

17. Main Menu
Sub-menu
Action buttons
Action buttons
Content
Bouton Intitulé Utilité
Add Add an item from the right side to the left
Remove Remove an item from the left side to the right
Save Save changes
Save and Next Save and go to the next menu or add a line to the table
Save and Next x2 Save and go to the menu after the next one
Back to the root Back at the beginning of the submenu (list of profiles)
Previous Back to previous page
Edit Edit an entry
Validate Submit an application (eg leave request)
Refuse Refuse a request
Delete Delete an entry
17
HR Mode : Setting – Setting interface

18. Meaning :
• Counters to set limits on annual basis. Ex. : Holidays number.
Create types :
• They distinguish leave and absences. Ex. : satutory leave ≠ parental leave.
• Give a Name and Reference (abbreviation).
• Select the type ”Holiday" or ”Absence".
• Select sites that have access to this type.
• Add an optional comment.
• Save.
Create Profiles :
• They allow you to assign multiple types of leave or absences to a person or a group of persons.
• Give a name and reference (abbreviation).
• Select sites that have access to this profile.
• Add an optional comment.
• Save or Save and Next (Settings).
Setting created profiles :
• Once created, the profiles are waiting for counters.
• Select type (Ex. : holiday).
• Insert the counter limit value in the format "hour: min".
• Insert the period of validity.
• Choose the annual repetition if necessary.
• Save or Save and Next (to add another counter).
18
HR Mode : Setting– Annual limits

19. Meaning :
• Counters to set limits on monthly basis. Ex: Number of reported hours per month.
CreateTypes :
• They allow to create variables that will be used in formulas. Eg positive or negative balance.
• Give a Name and Reference (abbreviation).
• Select sites that have access to this type.
• Add an optional comment.
• Save.
Create Profiles :
• They allow you to assign multiple variable types to a person or a group of persons.
• Give a name and reference(abbreviation).
• Select sites that have access to this profile.
• Add an optional comment.
• Save or Save and Next (Settings).
Setting created profiles :
• Once created, the profiles are waiting for counters.
• Choose the type (Eg. : monthly hours max).
• Enter the value of the counter, « hour : min ». Choose the monthly repetition if necessary.
• Save or Save and Next (to add a new counter).
19
HR Mode : Setting – Monthly limits

20. Meaning :
• Counters to set limits on a daily basis. Ex: Number of working hours.
Create Types :
• They allow you to create variables that will be used in formulas. Eg average working hours.
• Give a Name and Reference (abbreviation).
• Select sites that have access to this type.
• Add an optional comment.
• Save.
Create Profiles :
• They allow you to assign multiple variable types to a person or a group of persons.
• Give a Name and Number (abbreviation).
• Select sites that have access to this profile.
• Add an optional comment.
• Save or Save and Next (Settings).
Setting created profiles :
• Once created, the profiles are waiting for counters.
• Choose the type (eg hours per day).
• Enter the value of the counter, « hour : min ».
• Save or Save and Next (to add a new counter).
20
HR Mode : Setting – Daily limits

21. Meaning:
• Counters for grouping Daily Limits and Time Slots in same profile.
Create Profils :
• They allow you to assign a schedule to a person or a group of persons.
• Give a Name and Reference (abbreviation).
• Select sites that have access to this profile.
• Add an optional comment.
• Save or Save and Next (Setting).
Setting created profiles :
• Once created, the profiles are waiting for counters.
• Select the profile of Daily Limits for the first day.
• Select the profile of Time Slots for the first day.
• Add a day to the schedule by clicking Save and Next.
• Repeat these steps as many times as there are days in the schedule cycle *.
• Save.
* Schedule cycle is typically one week but in some areas, workers have a schedule that loop 2 or 3 weeks (with shifts
between each week). This option allows you to set the cycle totally flexible!
21
HR Mode : Setting – Schedule

22. Meaning :
• Counters to establish leave, the dates already set. Eg New Year's Day.
Create Types :
• They distinguish leaves. Eg. : vacation day ≠ conventional leave.
• Give a Name and Reference (abbreviation).
• Select sites that have access to this type.
• Add an optional comment.
• Save.
Create Profiles :
• They allow you to assign multiple variable types to a person or a group of persons.
• Give a Name and Reference(abbreviation).
• Select sites that have access to this profile.
• Add an optional comment.
• Save or Save and Next (Paramétrage).
Setting created profiles :
• Once created, the profiles are waiting for counters.
• Give a name to the first term of the leave.
• Choose the type (Eg. : vacation day) and leave’s period : « From » and « To ».
• Choose the annual repetition if necessary..
• Select the employees affected by the leave.
• Add another term leave by clicking Save and Next.
• Repeat these steps as many times as there are deadlines leave.
• Save.
22
HR Mode : Setting – Fixed Holidays

23. Meaning :
• Anyone working or having worked in the organization must be registered for its data to be calculated. A personal
account is also made ​​available to access its data.
Register Workers :
• Workers are registered with their personal data.
• Required fields are Name, Email (= login), Password, Language and General Access Profile*
• Save or Save and Next (Set. Access) or Save and Next (Set. Contract-Plannings).
Assign access for teams:
• Once created, workers must be placed in teams.
• In the "Other teams" column, select the team to which the worker has access (press "Ctrl" key to select multiple)..
• In the "Access Profile" column, select the role (see Config. Teams) of the person in relation to the team.
• Click Add to move the selected teams in the column “ Teams: Access Profile ".
• To remove teams from the column "Teams: Access Profile", select and click Remove.
Assign contracts schedules:
• To calculate the data of the worker, he must be assigned one or more periods, indicating the system work. That is
to say that we will link the worker to the Temporal Parameters (= Contract Planning).
• Give a name to the contract schedule and select the validity period "From" and ”To." If one of the fields of the
period is not complete, the program assumes an infinite period (CDI =).
• Select the appropriate settings Temporal (Limits Annual, Monthly, Weekly and Planning).
• Assign a date to the first day of a cycle (eg, the first week of the cycle starts Monday 03/01/2012).
• Save or Save and Next to add a new contract-planning.
* The General Access Profile limits access to the Settings Interface
23
HR Mode : Setting – Workers

24. Meaning :
• Teams is used to group workers who have access to the same team. Eg Michael worked in the "IT”, he will be given
the "Worker”* Access. While John, who is Director of HR has "Admin”* Access since it must be able to visualize
leave workers even if he is not a member of "IT” team.
Create Teams :
• They are used to group workers.
• Give a Name and Reference (abbreviation).
• Add an optional comment.
• Save or Save and Next (Set. Workers).
Assign workers with access :
• Once created, the teams are waiting for workers.
• In the column "Other workers" select persons who have access to the team (press "Ctrl" key to select multiple).
• In the "Access Profile" column, select the role* of the person in relation to the team.
• Click Add to move the selected workers in the "Team Members" column.
• To remove workers from "Team Members" column, select and click Remove.
• It is possible to create an infinite number of profile access based on need and the role of the worker. Typically we
offer 4 Access Profiles:
• «Worker», whose hours of work and holidays are counted for the team
• «Manager», recorded with the possibility to view and manage data team members
• «Admin», unrecorded, with the possibility to view, manage, and configure
• « Super Admin », unrecorded, with advanced configuration
24
HR Mode : Setting – Teams

25. Meaning :
• Sites are used to group the teams that have access to the same content. Eg holiday "Martin Luther King Day"
visible to the site "USA" but not for "France” site.
Create sites :
• They allow you to group teams.
• Give a Name and Reference (abbreviation).
• Add an optional comment.
• Save or Save and Next (Set. Teams).
Assign teams:
• Once created, the sites are waiting for teams.
• In the column "Other teams", select the teams that belong to the site (press "Ctrl" key to select multiple).
• Click Add to move the selected in the "Team Site" column teams.
• To remove teams from the column "Team Site", select and click Remove.
25
HR Mode : Setting – Sites

26. MANAGER Mode : Managing absence
26
Dashboard
Absence
 Graphic view
 Dynamic view
 Calendar view
 Apply an absence request
 Edit an absence request
 Graphic view
 Dynamic view
Main Menu

27. MANAGER Mode – Main Menu
27
The main menu provides access to various tools
for managing leave and holidays.
Main Menu
Filters allow you to select workers and teams to
view in a given period.
Filters Menu

28. MANAGER Mode – Dashboard – Dynamic view
28
Dynamic view enabled
This view allows you to view for selected workers in the "Filters" menu, the status of their leave
balances: Type of leave credit basis, hours used, hours awaiting validation, vacation hours still available
and their validity

29. MANAGER Mode – Dashboard – Graphic view
29
Graphic view enabled
This view allows you to view for selected workers in the "Filters" menu, the status of their leave
balances: Leave Type (color), basic balance, hours used, hours awaiting validation, hours of leave yet
available in graphical form.

30. 30
MANAGER Mode – Absence – Dynamic view
This view allows you to view for selected employees in the "Filters”, list of vacation requests and their
status and their time with the ability to change them.

31. 31
MANAGER Mode – Absence – Graphic view
This view allows you to view for selected employees in the "Filters" menu, list of vacation requests,
their status and their period in graphical form with the ability to change them.

32. 32
MANAGER Mode – Absence – Calendar view
This view allows you to view for selected employees in the "Filters" menu, in calendar form,
leave requests and their status color code with the ability to change them.
Pending request
Request accepted
Edit request

33. 33
Comment the request
MANAGER Mode – Absence – Apply an absence request
Save the request
Select the absence type
Select an employee to
apply a request for him
Select the start date
Choose 1 for a full day
and ½ for a half-day
Select the end date

34. 34
MANAGER Mode – Absence – Edit an absence request
Comment changes
Save comment and changes
Save comment
Delete request
Validate request Refuse request
Save changes

35. MANAGER Mode : Setting – Setting your account
35
Change your account settings. Fields (*) are required

36. USER Mode : Managing absence
36
Dashboard
Absence
Account
 Graphic view
 Dynamic view
 Calendar view
 Apply an absence request
 Edit an absence request
 Setting up your account
Main Menu

37. USER Mode – Main Menu
37
The main menu provides access to various tools
for managing leave and holidays.
Main Menu
Filters allow you to select workers, teams and
sites to view in a given period.
Filters Menu

38. USER Mode – Dashboard – Dynamic view
38
Dynamic view enabled
This view allows you to view the status of leave balances: Type of leave credit basis, hours used, hours
awaiting validation, vacation hours still available and their availability

39. USER Mode – Dashboard – Graphic view
39
Graphic view enabled
This view allows you to view status of leave balances: Leave Type (color), basic credit, hours used, hours
awaiting validation, hours of leave yet available in graphical form.

40. USER Mode – Absence – Calendar view
40
Pending request
Request refused
Request accepted
Edit request

41. 41
USER Mode– Absence – Apply an absence request
Comment the absence request
Save the request
Select the leave typeSelect the start date
Choose 1 for a full day
and ½ for a half-day
Select the end date

42. 42
Comment your request
USER Mode – Absence – Edit an absence request
Select the end date
Save comment and changes
Save comments
Save changes
Select the start date

43. USER Mode – Setting - Setting your account
43
Change your account settings. Fields (*) are required