When starting Workcloud, there is a function menu "SUPERVISORS" on the left side that is displayed only for supervisors.
We introduce the "SUPERVISORS " which can be used only by authorized supervisors.
*Supervisor is an employee who is a leader of a team or a company admin.
Display position
The upper row of the EMPLOYEES "Dashboard", which is first displayed when Workcloud is started, is the "SUPERVISORS".
Approvals
Time & leave requests
Delegations
My teams
My teams
Team projects
Shift management
Shift schedules
Patterns
Approvals
Click "Approvals" from the left menu, and you will see two tabs: "Time & leave requests" and "Delegations".
The "Time & leave requests" allows you to check the requests of employees for whom you are the approver.
The "Delegations" screen allows you to set up an employee to perform the approval process on your behalf while you are away for a period of time.
Time & leave requests
When a subordinate makes a request related to attendance, such as an overtime request, leave request, or timesheet request, the supervisor will receive an approval request.
Clicking on an request item such as "All" or "Leave request" will display only the applicable request on the bottom row.
By specifying status, dates, etc., you can also further narrow down the requests you wish to display.
How to approve / reject pending requests
① Check the checkbox to the left of the request you wish to approve (reject) from the list.
*When you check the box in the upper left corner, all listed requests will be checked.
② Click "Approve selected" (or "Reject selected" to reject).
Notes: When entering notes such as reasons, etc., please enter them in the "Add a note (optional)" field before clicking "Approve selected". The information you enter will be reflected in the Notices section of the dashboard screen of the requesting employee.
Certificate file attached to special holiday request
Depending on the company's settings, employees may be able to attach a certificate or other file to their special holiday request.
If so, you will see the file in the "Attachment(s)" column to the right of the eligible employee.
Delegations
The "Delegations" screen allows you to set the employee who will approve the request on your behalf and the period of time for which he/she will approve the request.
This can be used when you are away for a while, for example, on an extended business trip.
If you wish to use this function, please follow the steps below.
① Click on the "Delegations" tab.
② Click on "Add new".
③ You set the employee who will approve (reject) on your behalf, the subject request type, and the time period.
④ Click "Request approval" (or "Save").
Notes: Depending on your company settings, approval may be required after this request. In that case, please wait until this request is approved. If approval is not required, the "Save" button is displayed instead of "Request approval.
See also how to set up a delegations.
Approver sets up your own delegate approver
My teams
Click "My teams" from the left menu, and you will see two tabs: "My teams" and "Team projects".
My Team" will display the names of your authorized employees and the names of links that will take you to each screen (companies using the expense function will also display links to "Expenses" and "Projects" if they use the Project management function).
The "Team projects" screen is displayed only for companies using the project management function. On this screen, you can check the monthly project registration status and the annual utilization rate.
My teams
Your authorized employees will be displayed. Click on the item name of the employee name in the list (e.g., "Timesheets" or "Leave") to go to the respective screen.
If your company uses the expense function, the item name "Expenses" will also be displayed; if your company uses the project management function, the item name "Projects" will also be displayed.
If you manage more than one team, multiple teams will be displayed. Even if you do not manage multiple teams, if you are a direct approver for an employee who belongs to another team, that employee will also be displayed.
In addition, you will see reports for the teams you manage, and if you use the shift function, a link to the shift screen for that team.
All team report ・Team report
If you manage multiple teams, the "All team reports" will show the reports for everyone you manage. Even if you do not manage multiple teams, if you are the direct approver of an employee who belongs to another team, the report will include that employee.
Reports" with the name of the target team are reports only for employees belonging to that team.
If you are a direct approver for an employee who belongs to another team, "Direct approvees" is displayed in place of the team name. This is a report for your direct approvers only.
By clicking on the blue cloud icon shown in the various report screens, you can also download the reports.
Team projects
The "Team projects" screen is displayed only for companies using the project management function. In the "Monthly breakdown" section, you will be redirected to a screen where you can check the monthly project registration status of the team you manage, and in the "Annual utilization" section, you will be redirected to a screen where you can check the annual utilization rate.
■Monthly breakdown
On this screen you can check the status of project entries and utilization rates on a monthly basis.
■Annual utilization
On this screen you can check the project utilization for the year.
Shift management
Click "Shift management" from the left menu, and you will see two tabs: "Shift schedules" and "Patterns".
In the “Shift schedules” section, you can see a list of your team's shifts. Depending on the company setup, a supervisor may also be able to create shifts and schedules for his/her subordinates.
In “Patterns” you can create new patterns and edit the content of previously created shift patterns.
*Shift management” appears only for companies using the Shift function.
Shift schedules
You may check your subordinates' shift schedules on a monthly basis.
Depending on the company setup, a supervisor may also be able to create shift schedules for his/her subordinates.
■Only one team in the team you manage uses the shift function
You can immediately see each employee's shift schedule.
■Multiple teams within the team you manage use the shift function
First you will see the team names. When you click on the team name, you will see the shift schedule for that team.
■Create shift schedules
If you are authorized to create shift schedules, follow these steps
① (After displaying the Shift team screen to be created) Specify the year and month you want to create.
② Select the pattern to be registered from “Select shift” on the bottom row.
③ Click on the column for the date you want the subject to be picked. Or, use the mouse over + [A] key to set the date.
If you wish to apply the same shift pattern to other dates or other subordinates, continue clicking in that date column.
After finishing applying that pattern, repeat steps ② and ③ for another shift pattern.
To remove it after it has been applied, click on the shift to be removed and click “Delete” on the screen that opens. Alternatively, use the mouse over + [D] key.
Patterns
Shift patterns are displayed in a list.
You can also create new patterns or edit the contents of patterns that have already been created.
■Create new patterns
Click on “Add daily pattern” and add a new pattern on the next screen that appears.
A screen will appear to set the shift work type, shift code, shift name, color, and hours.
You may set the shifts as finely as AM and PM. The start and end time of the regular shift should match the start time of the AM half day shift and the end time of the PM half day shift.
Finally, click “Save” at the bottom of the screen to complete adding a new shift pattern.
See also this page for information on how to set shift patterns.
Shift management Create and Change new shift patterns
■Edit created patterns
Click on the pattern name and edit (change) it in the next screen that appears.
*If a shift pattern is already in use, some parts cannot be changed.
*Depending on the company setup, the supervisor may not have editing privileges.
These are the basic functions that are displayed as superior functions. (The functions displayed may vary depending on company settings, etc.)
The Japanese version of this manual can be found here.
上長機能（承認管理・マイ部署・シフト管理）