Working remotely

Working remotely requests allow staff to formally record and manage time spent working away from the usual campus location. This section covers how to create, manage, and track requests, from submission through to approval or decline.

Administration > Time and attendance > Working Remotely

Create a working remotely request for a staff member

1. Click Add Working Remotely.

2. Enter Staff Name: Select the staff member from the dropdown list.

3. Select Approver: Choose the designated approver from the dropdown list.

4. Enter Reason Details: Provide a brief explanation for the request.

5. Specify Dates and Duration:

   • Select the Start Date and End Date from the calendars.

   • Choose All Day or enter specific start and end times.

6. Enter Cover Details: Specify any necessary cover requirements (e.g., classes that need to be covered).

7. Click Save to finalise the request.

Export a spreadsheet of staff working remotely requests

1. Click Export as Excel.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using a spreadsheet application (e.g., Microsoft Excel).

4. Print if needed.

Filter and search staff working remotely requests

1. 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.

2. Click Search to apply the filters and display the results.

Manage working remotely requests search results

The grid displays your filtered results of staff requests for extra hours 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 working remotely 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 staff working remotely requests

• Approved

• Pending approval

• Declined

Add cover details to a staff working remotely request

1. Click the outlined Cover icon button.

2. In the Cover Required Details window:

   • Select Yes for Cover Required.

   • Enter a description of the cover requirements.

3. 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 working remotely request

1. Click the filled Cover icon button.

2. In the Cover Required Details window:

   • View or edit the details as needed.

3. Click Save to confirm any changes.

Access a staff working remotely request

• Review and modify details.

• Action the request.

• Delete a working remotely record.

View or modify details of a staff working remotely request

1. Click Edit icon button to open the staff working remotely form.

2. Make your changes.

3. Click Save.

Actions in a staff working remotely form

Approve a staff working remotely request

1. Click Edit icon button.

2. Click the Approve button.

3. 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 working remotely request

1. Click Edit icon button.

2. Click the Decline button.

3. 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 working remotely request

1. Click Edit icon button.

2. Click the Delete button.

3. Confirm the permanent deletion.

   • Note: This action cannot be undone.

   • The request will be permanently removed from the system.