Manager User Guide

Manager Instructions: How to Use the Time-Off Module

Step-by-Step Guide to Logging into the Time-Off System

1. Go to the login page: Navigate to https://my.purelyhr.com or https://{companyID}.purelyhr.com .
2. Enter login credentials: Input your Company ID, Username, and Password.
   • You can find this information in the "Welcome Email" you received when your account was created.
3. Forgot your login information?: If you can't find your login details, click on "Forgot USERNAME or PASSWORD" on the login page.

How to Submit a Time-Off Request

1. Login: Click on "Time-Off Request" in the left-side menu.
2. Request Time-Off:
   • Select Full Day, Partial Day or Multiple Days.
   • Choose a Time-Off Type.
   • Select the desired date/time.
3. Submit Request: Once all the information is selected, click "Submit Request."
4. Confirmation:
   • Verify that the information is correct.
   • Add a comment if necessary.
   • Click "Confirm Request" to finalize.

How to Cancel a Time-Off Request

1. Cancel Entire Request:

   • Option 1: Find the request on the calendar and click it. Choose "Cancel Request."
   • Option 2: Go to the "Time-Off Summary" menu, find the request, and select "View Info." Then choose "Cancel Request."

2. Cancel a Day Within a Multiple-Day Request:

   • Option 1: Find the request in the calendar. Select the day to cancel from the drop-down menu and click "Cancel Request."
   • Option 2: Go to "Time-Off Summary," find the request, and select "View Info." Choose the specific date from the drop-down menu and click "Cancel Request."

How to Approve/Reject/Cancel a Time-Off Request (Managers Only)

1. Option 1: Via the Time-Off Module:

   • Click on the request within the calendar.
   • Select Approve, Reject, or Cancel.
   • Add a note and choose whether to email the employee.
   • Confirm your action.

2. Option 2: Via Pending Requests:

   • Go to the Time-Off Module.
   • Open the Pending Requests from the right-side menu.
   • Select the request and choose Approve, Reject, or Cancel.
   • Add a note and email the employee, if needed.

3. Option 3: Via Reports:

   • Go to Reports in the left-side menu.
   • Open Time-Off Summary > Pending.
   • Select the request and choose Approve, Reject, or Cancel.
   • Add a note and confirm your action.

How to View Your Time-Off Balance and Allowance

1. Go to Time-Off Summary in the navigation menu.
2. Here you can:
   • View your allocated time-off balance for each type of time off.
   • See your remaining balance and view an audit trail or more information (such as renewal or accrual details).
   • Review all your time-off requests (Approved, Pending, Rejected, or Cancelled) for the current year.
   • Click on "Detail" or "Audit" for additional information about each request.

How to Change Your Password

1. Go to the Staff Module.
2. Select the Account Tab.
3. Click Edit.
4. Enter your new password (4-12 characters long) and confirm it by re-entering.
5. Click Save.

How to Generate an iCalendar Link

1. Go to iCalendar Setup.
2. Select your Time Zone under iCalendar Information.
3. Click Save to generate your iCalendar link.
4. You can copy either the Default iCalendar Link (provides basic time-off info) or the Customized iCalendar Link.
5. Use the link in any calendar application that supports iCal subscriptions.

Reports Available for Managers

Managers have access to reports on their own time-off and employees they manage. Available reports include:

1. My Summary: Your time-off requests, balance, and allowance.
2. Employee Summary: Other users’ time-off requests, balance, and allowance.
3. Employee Time-Off Details: Detailed information for multiple users’ time-off.
4. Employee Balance/Allowance: Current balance/allowance for all users.
5. Employee Balance Projection: Projected balances for all users.
6. Type by Months Summary: Monthly breakdown of time-off taken by all users.
7. Auto-Renewal Logs: Yearly renewal logs for all users.