Once PTO Requests and Company Holidays have been set up, Rhumbix displays scheduled PTO in Weekly View so it can be included when creating employee timecards.
New to PTO and Company Holidays in Rhumbix? See Paid Time Off (PTO) and Company Holidays in Rhumbix for an overview of how the feature works.
🌴 Identify PTO in Weekly View
When an employee has a PTO Request or qualifying Company Holiday, an outlined palm tree icon appears on the applicable date in Weekly View.
The outlined palm tree indicates that the employee has PTO that has not yet been fulfilled. Once the PTO has been added to the employee's timecard, the palm tree appears solid.
💡 Tip: For a larger view of any screenshot in this article, right-click the image and select Open image in new tab.
🏖️ Fulfill a PTO Request
When you're ready to add the PTO to the employee's timecard:
Double-click the employee's cell in Weekly View to open their timecard details.
Locate the PTO Request indicated by the palm tree icon.
Select Fulfill Requests.
Rhumbix creates a Timekeeping entry using the PTO Request:
In order to populate the Cost Code for the PTO entry, the Cost Code must already exist in the Project's Budget. That Cost Code must also be associated with the PTO Bucket.
➡️ For setup instructions, see Set Up and Manage PTO and Company Holidays in Rhumbix.
When you use Create Timecard and select a Project, Rhumbix looks for that Cost Code association. If it finds one, Rhumbix will populate the applicable Cost Code in the PTO entry.
✏️ Complete Any Missing Timekeeping Information
In some cases, Rhumbix may not have enough information to determine where the PTO should be recorded.
For example, if you open an employee-grouped cell directly from Weekly View, Rhumbix knows the employee but may not know which Timecard or Project should receive the PTO.
After selecting Fulfill Requests:
Open the Timekeeping tab.
Locate the PTO entry.
Complete any required information that Rhumbix could not determine, such as the Cost Code.
You may need to complete the Timecard field:
If selecting New Timecard, verify the data fields, such as date, are correct and click Save
Once all fields are populated, save the timecard.
👀 Notice the palm trees turns solid once the PTO request has been fulfilled.
💡 Tip: When using Create Timecard, select the applicable Project. If the PTO Cost Code exists on the Project's Budget and is associated with the PTO Bucket, Rhumbix can use that information to populate the Cost Code for the PTO entry automatically.
📱 Add PTO and Holiday Hours in the Mobile App
When creating a timecard in the Rhumbix mobile app, a palm tree icon 🌴 appears next to an employee's name when the employee has a PTO request or Holiday hours for the selected date.
If the selected Project's Budget includes the cost code associated with the employee's PTO Bucket, Rhumbix automatically adds the PTO or Holiday hours to the timecard.
Create the timecard
From the Time Card tab, select the date for the timecard.
Select the Project.
Select the Worker(s).
Employees with PTO or Holiday hours for the selected date display a palm tree icon 🌴 next to their name.
Select the Cost Code(s) for the work being performed.
💡 Note: You do not need to select the PTO cost code. Rhumbix automatically applies the cost code configured for the employee's PTO Bucket.
Tap Next.
Review the PTO or Holiday hours
On the Time Card screen, the PTO or Holiday hours are already allocated to the employee.
Tap the employee to view their timecard details.
Confirm that the PTO or Holiday hours were applied to the appropriate cost code.
Continue completing the timecard as usual.
⚠️ If the Project does not include the PTO cost code
If the Timecard's selected Project Budget does not include the cost code associated with the employee's PTO Bucket, Rhumbix cannot automatically create the PTO or Holiday entry.
In this case, you must enter the PTO or Holiday time manually.
👤 View an Employee's PTO Balances
You can view an employee's available PTO balances from the Select Worker(s) screen.
Tap the information (ⓘ) icon to the right of the employee's name.
On the Worker Information screen, scroll to Paid Time Off.
If PTO balances are available for the employee, the balance for each PTO Bucket is displayed.
👷 What if the Employee Worked Instead?
A PTO Request does not prevent you from entering worked time for the employee.
If an employee is working a half day and using PTO for the remaining 4 hours, it would look like this:
🎉 Company Holidays
Company Holidays follow the same general workflow. When an employee qualifies for a configured Company Holiday, an outlined palm tree icon appears in Weekly View. Once the Holiday has been fulfilled, the palm tree icon appears solid.
➡️ For setup instructions, see Set Up and Manage PTO and Company Holidays in Rhumbix.
When the Company Holiday is fulfilled, Rhumbix uses the holiday configuration to populate the applicable PTO Timekeeping details.
💡 Tip: If multiple employees are eligible for the same Holiday hours, you can create the first employee's entry, then copy and paste it to the remaining employees.
❓ Need Help?
If you have questions about using PTO in Weekly View, contact Rhumbix Support at support@rhumbix.com for assistance