How to Add and Manage Toil

In this article we will go through how, as a staff member, you are able to add Time off in Lieu (TOIL) and then how to claim TOIL back as well. We will also briefly explain, how a manager can approve TOIL. We will guide you through this simple step by step process.
 

Step 1

Adding TOIL

To add a TOIL request you will first need to go to your profile page. Once there you will see a tab - which will say TOIL. Click this tab. 

Once you click in here you can add a new TOIL request. So, for example if you have worked extra time in lieu you would simply add in the hours that you have worked. You might also include a note for the manager on the event so so it is clear to them what they are approving, then save.

Step 2 

Getting approval

Once that’s saved you can see that this has then come through onto your profile. In this example there is auto approval from a manager, but you might need to wait for that to be approved and until that request has been approved, the Awaiting Approval banner will sit there.

Step 3

Viewing your TOIL history

If you then click again to add a request, you will see there is now options for the next time you want to add or take the toil because there is now some history of TOIL here. 

So you can either claim your toil back or add in some more. We for now are just going to add in some more so you can see how toil starts to build. Then you can save. Again, for this example this TOIL is automatically approved. 

Your TOIL summary should now reflect an accumulated balance. Next we will explain the process for claiming these hours back.

Claiming back TOIL

Step 1

Making a claim

To claim back TOIL there is a slightly different process. You’re going to click on the TOIL request again and then click one of the ‘CLAIM AGAINST’ buttons and claim back some toil. 

Step 2

Choosing your type of claim

When you want to claim TOIL back you have two options. You can do quick TOIL claim, or you can put it against a specific set of hours (you will see options so you can choose which set of hours to claim back).

If you choose a specific set of hours you will only be able to claim the number of hours available from that pot, not your TOIL total and it will keep your TOIL separate. You might want to use this option if you have a time limit on when you can use certain hours by.​

For either type of claim you will need to input the date (and time) you want to use the TOIL on and the amount of hours you want to use. The amount will be limited by how much TOIL you have accumulated.

This will then appear in your TOIL summary and you will be able to see those hours deducted from your outstanding total.

Approving a TOIL request

Step 1

Checking requests

If you are a manager you will need to approve any open TOIL requests. You will see new TOIL requests come through as notifications on your Dashboard. Click the notification to review.

Step 2

Approving & reviewing requests

When you are on the review page where you will see all open TOIL requests as well as any TOIL currently being reviewed and managed. The request will show the date, hours and any notes about why the TOIL request has been submitted. Once you have reviewed the information, you can then either approve or reject the request. 

When a staff member has submitted several TOIL requests in a single day, those requests will appear together under one TOIL request rather than a list of requests. This makes it clearer to see what date a TOIL request is for. You can then either approve the total requested hours or select the Show Each Request to Edit button for more detail and adjustments.

TOIL Reports

The final thing we will go through in this article is the two reports you can view when managing TOIL. These are, the TOIL History Report and the TOIL Request Report, which can both be found on a staff member's profile. Then, in the actions bar, go to Reports and in the drop-down menu.

TOIL Request Report 

This page can be used by managers to manage TOIL, add additional entries to a claim (even if it will reduce the total below zero). It can also be used to delete, edit and connect/disconnect entries.

The connect/disconnect options allow entries to be assigned to each other so that they display in the groups shown on the report. For example, in the image below, the 03/09/2020 entry is not connected to any other entry, but if a manager wanted it to be connected to Tiger Day Saturday 8am - 5pm 08/08/2020, a manager could assign that claim against the Tiger Day balance using the Connect button.

Staff can also add requests from this page. To claim against your TOIL balance from her, simply use the Claim Against button. 

TOIL History Report 

The TOIL history report displays a breakdown of hours for the selected period and provides the option to download to Excel as an XLSX file.

If you need any additional information you can also watch through this walk through video on how to add TOIL for staff member's.