Time in lieu and overtime
Use the TILO section to manage all aspects of staff time in lieu and overtime. This includes creating single or bulk requests, tracking approval statuses, adding cover details, and exporting records.
Administration > Time and attendance> Time In Lieu and Overtime (TILO)
One-stage or two-stage approval process
Your school can choose between a one-stage or two-stage approval process for managing requests. The process and status of each request will depend on which option has been enabled. See: Setup > Site configuration.
One-stage approval process
A single approval by the staff TILO approver is sufficient to fully approve the request.
Two-stage approval process
Initial approval:
Granted by staff TILO approver.
Ensures the request meets basic criteria and is ready for final review.
Final approval:
Granted by staff leave manager.
Provides an additional layer of oversight before the request is fully approved.
TILO Section
The TILO section allows you to record and manage staff time in lieu and overtime requests. From here, you can create new requests, track their approval status, and manage cover details.
Create a Time In Lieu or Overtime (TILO) request for a staff member
Click Add TILO.
Select the Type:
Choose either Time in Lieu or Overtime.
Select the Status:
Choose Accrue or Taken.
Enter Staff Name:
Select the staff member from the dropdown list.
Select Category:
Choose from the available options.
Enter Description:
Provide a brief explanation for the request.
Select Approver:
Choose the designated approver from the dropdown list.
Specify Dates and Duration:
Select the Start Date and End Date from the calendar.
Click Save to finalise the request.
Confirm submission: Review all details carefully before confirming.
Note: Once submitted, the details of the Time in Lieu or overtime request cannot be modified.
After submission:
The record will appear in the TILO list.
A Time In Lieu and Overtime request email notification will be sent to the leave managers, leave approver, and organiser.
Important notes
You will not receive an email notification if:
You are adding a Time In Lieu and Overtime (TILO)request for yourself or another staff member, and
You have a role as leave manager, approver, or organiser.
Create Time In Lieu and Overtime (TILO) requests for multiple staff members
Step 1: Prepare spreadsheet
Create a spreadsheet with a single column containing the email addresses of the staff members.
Ensure the email addresses exactly match those used in EMS360.
Step 2: Enter details
Select the Type:
Choose either Time in Lieu or Overtime.
Select the Action:
Choose Accrue or Taken.
Enter Staff Name:
Select the staff member from the dropdown list.
Select Category:
Choose from the available options.
Enter Description:
Provide a brief explanation for the request.
Select Approver:
Choose the designated approver from the dropdown list.
Specify Dates and Duration:
Select the Start Date and End Date from the calendar.
Step 3: Generate records
Click Browse and select the prepared spreadsheet file.
Click Generate Records.
Review the generated records in the bottom panel.
Uncheck any records with errors.
Step 4: Edit details (if needed)
Use the checkboxes to select the desired staff members.
Edit the hours and minutes of the TILO directly in the grid as needed.
Step 5: Create TILO records
Click Add TILO for Selected Staff.
After submission:
A Time In Lieu and Overtime Request email notification will be sent to the leave managers, leave approver, and organiser.
Important notes
You will not receive an email notification if:
You are adding a Time In Lieu and Overtime (TILO) request for yourself or another staff member, and
You have a role as leave manager, approver, or organiser.
Notifications for future Time In Lieu and Overtime(TILO) requests
Leave managers and leave approvers will receive notifications for future-dated Time in Lieu/Overtime (TILO) requests.
Requests for previous dates will not appear on the dashboard.
Export a spreadsheet of staff Time In Lieu and Overtime (TILO) requests
Click Export as Excel.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Filter and search staff Time In Lieu and Overtime (TILO) requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage Time In Lieu and Overtime (TILO) requests search results
The grid displays your filtered results of staff requests for Time In Lieu and Overtime (TILO), with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff Time In Lieu and Overtime (TILO) records
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators of progress of Time In Lieu and Overtime (TILO) requests
The system provides clear status indicators to track the progress of staff Time In Lieu and Overtime (TILO) requests. These indicators vary depending on whether your school uses a one-stage or two-stage approval process.
Approved (Only visible if the school uses a one-stage approval process)
Fully Approval (Only visible if the school uses a two-stage approval process)
Initial Approval (Only visible if the school uses a two-stage approval process)
Pending approval
Declined
Indicators of Time In Lieu and Overtime (TILO) activity
Accrual or Usage: Each Time In Lieu or Overtime request is displayed badge with a plus (+) or minus (-) sign to indicate whether the request is to accrue time or take time off.
Request status:
Disabled badges: Indicate that the request is pending approval.
Enabled badges: Indicate that the request has been approved.
Approved time calculation: Approved TILO time will be included in the Calculated Total of Approved TILO displayed in the toolbar.
Add cover details to a staff Time In Lieu and Overtime (TILO) request
Click the outlined Cover icon button.
In the Cover Required Details window:
Select Yes for Cover Required.
Enter a description of the cover requirements.
Click Save.
The window will close, and the icon will update to indicate that cover details have been added.
View or modify cover details of a staff Time In Lieu and Overtime (TILO) request
Click the filled Cover icon button.
In the Cover Required Details window:
View or edit the details as needed.
Click Save to confirm any changes.
Access a staff Time In Lieu and Overtime (TILO) request
Review and modify details.
Action the request.
Delete a Time in Lieu/Overtime (TILO) record.
View or modify details of a staff Time in Lieu/Overtime (TILO) request
Click Edit icon button to open the staff Time in Lieu/Overtime (TILO) form.
Make your changes.
Click Save.
Actions in a staff Time In Lieu and Overtime (TILO) request form
Approve a staff Time in Lieu/Overtime (TILO) request
Click Edit icon button.
Click the Approve button.
Confirm the action.
The window will close, and the status icon will update to Approved.
The approval date will appear in the Approved On column.
The staff member will receive an approval email notification.
Decline a staff Time In Lieu and Overtime (TILO) request
Click Edit icon button.
Click the Decline button.
Confirm the action.
Note: This action cannot be undone.
The window will close, and the status icon will update to Declined.
The decline date will appear in the Declined On column.
The staff member, TILO approvers and leave managers will receive a declined email notification.
Delete a staff Time In Lieu and Overtime (TILO) request
Click Edit icon button.
Click the Delete button.
Confirm the permanent deletion .
Note: This action cannot be undone.
The request will be permanently removed from the system.
TILO Summary Section
The TILO Summary section allows you to search staff requests, view accrual and usage activity, and export summaries for your records.
Filter and search staff Time In Lieu and Overtime (TILO) requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Check the Hide Inactive Staff checkbox to only show results for current staff.
Export a spreadsheet of staff TILO summaries
Click Export as PDF.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Manage Time In Lieu and Overtime (TILO) requests search results
Status indicators of staff members
Active: For staff members currently employed or engaged with the school.
Inactive: For staff members who are no longer working at the school but may return or whose records need to be retained.
Deleted: For staff records that are no longer needed and can be permanently removed.
Indicators of Time In Lieu and Overtime (TILO) activity
Accrual or Usage: Each Time In Lieu or Overtime request is displayed badge with a plus (+) or minus (-) sign to indicate whether the request is to accrue time or take time off.
Overall Balance: Combined balance of hours.
Activity: Current balance of both, Time in lieu and Overtime.