Welcome to Shapes' Time Management feature! A single place where your employees can request time away, see their balance, and much more. Shapes allows managers to approve time away requests with context, and allows admins to set up all of your policies.
Time Management is a standalone app that can be found of the list of the left of the screen.
Settings are inside the app
App settings can be found inside the Time Management app by clicking on the 3 dots on the top right and then clicking on "app settings"
"Requests" tab
Manage all time away requests (pending, approved, denied) in one central place. You can also apply filters and export your list.
Reports in a dedicated tab
Time Management reports live in their own tab for quicker and easier access.
Watch: Full Setup Walkthrough
This video walks you through configuring the Time Management app from scratch — including setting up time away reasons, building policies, and assigning them to employees.
Setting Up Time Away Reasons
Reasons are the different types of time away requests. You can create as many reasons as you'd like in order to fit your organization's needs.
There are four different types of reasons that a user may request.
Time off - Paid days when the employee will not be working (can be chosen at the employee's discretion)
Working away - Paid days when the employee will not be in the office, but will be working e.g. working from home, traveling for work
Holidays - Fixed paid days when the employee will not be working
Special leave - Fixed allowance for one-off situations such as bereavement or jury duty.
Fixed allocation: A set number of days is defined upfront when the policy is created.
Immediate access: There are no accruals; the full allocation is available for use immediately.
No expiration: Days do not expire and remain available until the employee uses them.
Mobile app limitation: Special Leave is currently not supported on the Shapes mobile app. When using the mobile app, users will not be able to view their balance, bookings, or the reason for the leave.
For a full guide to setting up Time Off and Working Away reasons, see Setting Up Time Away Reasons — Time Off & Working Away.
For configuring a Special Leave policy, see Setting Up Time Away Policies.
Setting up Holiday Policies
Holidays can be set up manually or imported automatically. To import holidays for a certain country, search for the country and choose the relevant one.
Manually created days can also be created by clicking on "New Holiday". Choose the date, add a name, and choose if it will be a full or half day.
Setting Up Policies
Policies define the rules for each time away reason — including accrual schedules, carry-over rules, approval requirements, and more. For the full guide, see Setting Up Time Away Policies.
Configuring Notifications
Time management configurations allow you to determine who will be notified of new Time Away bookings. All Super Admins or Admins with time management settings capabilities can access and edit the configurations.
In App Settings, click on Configurations in the top right corner of the screen.
Here, you can choose to notify all admins/super admins when an employee requests a new booking, in addition to the direct manager.
For managing requests and reporting, see the following video: Time Management Managing + Reporting