Apr 04, 2019 09:41 AM
Does anyone have a template suggestion or a template they use to keep up with employee vacations, PTO, injuries (workers comp), start date, status of employment etc.
Apr 04, 2019 09:51 AM
checkout Airtable Universe
specifically, first HR example I found
Apr 04, 2019 10:45 AM
Thank you Mike. I’ve played around with the KasPer base- I guess it’s just a lot of information. But this is the closest thing I could find for HR/employee based. I guess the only thing it’s missing that I have had a hard time building myself is the PTO tracking. I appreciate your help.
Apr 04, 2019 11:34 AM
Hi there Holli,
I have a PTO base that you may find helpful… I had started trying to calculate the total number of hours an employee has taken, but abandoned it a while ago as we use an HR specific program to handle payroll. However, this base has been extraordinarily helpful in terms of PTO Requests and Approvals, and it creates an up-to-date PTO calendar so that managers can see who is out of the office.
Here’s how it works… You will need a Zapier account for the workflow, but you may be able to accomplish this with a free account depending on how many requests you expect.
The base consists of several tables:
Outline of Process:
I know this is a lot of information… if it’s something you’re interested in, I’m happy to dive in further/explain the associated Zaps. :slightly_smiling_face:
EDIT: I did leave the PTO Hours fields in this example base that might help with your calculations as well - check out the PTO Calc Views under [Requests] and [Employees].
Apr 04, 2019 11:56 AM
Neads - this is awesome! Thank you so much! The base has so much to offer and your instructions are superb! Thank you.
Apr 04, 2019 12:26 PM
Yay! You’re so welcome! :slightly_smiling_face: Always happy to help!
Apr 04, 2019 01:38 PM
Zapier…hummm…I’ve tried to dabble in it, but just find it over my capabilities. I think I need more time to learn it. I’m going to try and utilize it without zapier right now, as we do not have many employees so it should be easy to keep track of. But as soon as I get the hang of it - I’m using all of your suggestions!
Apr 05, 2019 05:12 AM
Zapier can be a little intimidating! If it helps to get you started… The general makeup of a zap is a trigger (i.e. a new record in a view), and an action (i.e. create a record, send an email, etc.).
So for example, the first zap for this process is an email to the employee’s supervisor. It has three steps:
Sep 10, 2020 04:35 PM
I found this base SUPER helpful, so thank you for sharing! I do have questions about a few of the fields though – just curious what you use them for in your org so I can know whether we need it too. (I’m trying to be careful deleting fields since so much of the fields are references and formulas.)
Is there anywhere on your PTO Calc that does a running total of how many hours the staff has used?
Sep 11, 2020 12:50 PM
Hi @Jessica_Childress! I’m SO glad you found it helpful! These are great questions :slightly_smiling_face: It has been a while since I’ve updated the shared version of this base, so I’ll do my best to answer!
I hope this is helpful!
Dec 22, 2020 09:03 AM
This is a bit further on in time from when this thread was posted but just also wanted to add my thanks for this and also to say how great it is!
I think its pretty much exactly what we needed!! Thank you so much for sharing it! but i’m afraid no thanks for making me pickle my brain working out how to use zapier :slightly_smiling_face: as hollie said above “maybe beyond my capabilities” but im going to pursue it definetly!
So thanks! and merry Christmas to all that may read this :slightly_smiling_face:
Oct 13, 2021 07:18 AM
Hi Neads - this is awesome! Is this still the most uptodate table to use for PTO, in your opinion? Also, can you tell me which forms are used to submit the ‘Requests’ and ‘Approvals’ and how do these link to Airtable, please?
Aug 19, 2022 05:32 AM
HI ALli this base is wonderful. I woul like to know if it is possible to have a conversation with you so you can explain me better some of the conf of the base and be able to adapt it to my organization?. Thanks!
Aug 19, 2022 07:41 AM
Hi Claudio! Thanks so much for the kind words and I’m so glad you’ve found it helpful! I actually offer hourly consulting sessions, if you’re interested you can certainly sign up for a time with me here :slightly_smiling_face:
Otherwise if you want to post a couple questions here I’d be happy to do my best to answer!