Supervisor function( Approvals,My teams,Shift management)

The following is an introduction to the functions that can be used by those with Supervisor , which are displayed in the menu on the left when starting Workcloud.

*Supervisor is an employee who is a leader of a department and a company administrator. 

*All screen display is taken from sandbox.

1. Approvals

The section describes how to use "Approval Management" function.

Selecting "Approval " from the menu on the left will bring up the "APPROVAL REQUEST" screen.

The "Requests" section allows you to check the requests of employees you are approving, and the "Delegation" section allows you to set up employees to approve requests on your behalf.

Ⅰ. Request

Click on each item of "Your pending requests" screen,the selected item's list is displayed.

You can target application list by using the following functions.

Item	Detail
①All approvees	The list of members that the supervisor approves is displayed.If there are a large number of managed stuff,a search box display at the top.By entering an employee name or employee number,you can search for a specific employee.
②Any type	Here you can select type of request. You can also check what has been approved by apploval delegation.
③pending	Selecting the status of the request( Any status / Pending /Processing / Approved / Rejected).
④Target record date	You can specify the date (Target record date/Request date/ Response date) and sort by it. Use the calendar in ⑤.
⑤From date / To date	Selected date from using calender.

〇How to Approve / Reject pending requests

①In the list , click the checkbox on the left of the item you want to approve.( Click the checkbox in the upper left corner to check everyone in the list.)

②Click the "Approve selected".

※In case of rejecting request,click the "Reject selected".

※ You can enter remarks in the "Enter remarks (optional)" field. The infomation you enter will be reflected in the notice on the home screen of the wmployee who submitted the request. If the request is rejected,the employee will also be able to see the reason for the rejection on the home screen.

  

Ⅱ．Delegations

The section explains how to set the delegates.

Delegation is that you can set up an employee who can approve applications on your behalf that you need to approve, and for how long. (This can also be used in case of long business trips or absence.)

(This can also be used for long trips, absences, etc.)
If you have not set up any employees, the following screen will be displayed.

〇Adding the registered approval delegates

When the delegates is not registered, the following screen display.

① Click to "Add new".

②Register each item in the following screen.

Item	Detail
①Delegatee name	Display the list of all employees.You can also search by entering employee name, employee number, etc. in the search box at the top.
②Approval type	Set the items that could be approved as a delegatee.
③Start days	Selected from calender.Delegatee could approve applications on supervisor behalf from selected date .
④End days	Selected from calender.After the end date, the delegatee no longer be authorized.

If you have finished setting,click "Approve selected" botton at the bottom of screen. If cancel, click "Cancel" .

２．My teams

The section explains how to "My teams" function. Selecting "My teams" from the menu on the left will bring up the "MY TEAMS" screen.

In the "My teams" section, you can see the name of the employees you need to approve and the link to their respective screens.(If you are using the expense report function,the link to expense will be displayed,and likewise a link to project, etc.).

Ⅰ．My teams

Displays a list of members who belong to your department. When you click on the employee name and function name in the list , switch to the respective setting screen.

If you are using the expense report function,the link to "Expense" will be displayed,and likewise a link to "Project".

〇Team shifts page

Clicking on "Team shifts page" in the above figure will take you to "3.Shift management"(Ⅰ.Shift schedule) screen.

〇All team reports / Team reports

　　

You will see a report about your team. Clicking on "All team reports" / "Team reports" , display follow screen .By selecting the report name, you can move to various report screen of your team menber.

The following are the names of the reports displayed in the Supervisor function and a summary of each report.

Timesheets related
Report name	Details
Monthly timesheets	This function lists the employees you are managing for the items listed in the name/employee number and timesheet. You can scroll horizontally to view all the items.
Monthly timesheets approval status	Check the approval status of your team members' timesheets for each month.
Annual timesheets	Set the year you want to check and the period you want to tally, and you will see a list of timesheets for the year. You can scroll horizontally to view all the items.
Annual timesheet overtime summary	Displays the total for each overtime hour of the year.You can scroll horizontally to view all the items.
Late / early day counts	Displays the total for each late/early day count of the year.
Annual work time vs. building time report	The list that compare the worked hours and the access hrs for each month of the year. You can scroll horizontally to view all items.
Consolidated timesheets	Display timesheets for the specified month for everyone.
Time/overtime alerts	Lists timesheet alerts and overwork alerts of every employees for a specified month.
Missing entry alerts	Lists missing entry timesheet alerts of every employees for a specfied month .
Time off related
Monthly time off history	Lists monthly time off history of every employees for a specfied month .Each of the following will be specified: paid vacations and company-special vacations.
Annual paid vacation history	Lists annual paid vacation history of every employees for a specfied month .
Annual paid leave usage rate	Displays the annual paid leave usage rate. It also shows the number of paid vacation +paid hourly taken per month.
Annual block leaves status	Display to lists employees who are taking annual block leaves status.
Maternity/extended leaves	Display to lists employees who are taking  maternity,chilecare leaves,extended leave.

You can also download it as a spreadsheet by clicking on it from the various report screens.

Ⅱ．Team projects

Display the your team monthly breakdown timesheet and annual utilization timesheets of the department to be managed.

■Monthly breakdown

This function displays the registration status of man-hours per month and the utilization rate.

                                                     figure. Sample Screen(  monthly breakdown )

■Annual utilization

This function allows you to see the annual project availability.

                                                   figure. Sample Screen( annual utilization )

３．Shift management

Display your department's shifts in a list and add new shift patterns from the "Patterns" menu.Only companies that use the shift manegement function will be able to see "Shift Management".

Ⅰ．Shift schedules

This function lists to select by month and list multiple shifts.You can check the shift schedule of each employee who is managing their shifts.

■Case to using shift management in only one department

You can check the shift schedule of each employee who is managing their shifts.

■Case to using shift management in multiple department

If you are an approver in more than one shift department, the department name will be displayed first. Click on the department name to display the shifts for each department.

Ⅱ．Patterns

Allows you to check / edit each shift pattern. Lists all shits patterns. You can also add shifts by clicking "Add a daily pattern".

■Add a new shift

Click on "Add Day Pattern" to add a new shift pattern in the following screen.

Go to the screen where you can set the shift code, shift name, color, and time. You can set the shift time in detail, morning and afternoon. Match the start time of the regular shift with the start time of the morning shift, and the end time of the regular shift with the end time of the afternoon shift, and click "Save" at the bottom of the screen to add a new shift pattern.

■To edit a pattern that has already been created

Click on pattern name to edit a shift pattern in the following screen.Go to the screen where you can set the shift code, shift name, color, and time. You can set the shift time in detail, morning and afternoon. Match the start time of the regular shift with the start time of the morning shift, and the end time of the regular shift with the end time of the afternoon shift.

※All screen capture are taken from sandbox.

The above are the functions that are basic finction for supervisor.( The functions displayed may vary depending on settings.)