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].
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!
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:
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?
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!
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:
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!