[IMP] Time Off: Allocations

content/applications/hr/time_off/allocations.rst

@@ -3,9 +3,9 @@ Allocations
 ===========
 
 Allocations are amounts of time off given to employees, either granted immediately or earned as the
-employee works, through an accrual plan.
+employee works, through an :doc:`accrual plan <accrual_plans>`.
 
-Once :doc:`time off type <../time_off/time_off_types>` and :doc:`accrual plan
+Once :doc:`time off types <../time_off/time_off_types>` and :doc:`accrual plans
 <../time_off/accrual_plans>` have been configured, the next step is to *allocate*, or give, time off
 to employees.
 
@@ -20,22 +20,24 @@ Allocate time off
 =================
 
 To create a new allocation, navigate to :menuselection:`Time Off app --> Management -->
-Allocations`.
+Allocations`, and the *Allocations* dashboard loads.
 
-This presents a list of all current allocations, including their respective statuses.
+The dashboard displays a Kanban view of all allocations awaiting a second approval for the user's
+team.
 
-Click :guilabel:`New` to allocate time off, and a blank :guilabel:`Allocation` form appears.
-
-After entering a name for the allocation on the first blank field of the form, enter the following
-information:
+Click :guilabel:`New` to allocate time off, and a blank :guilabel:`Allocations` form appears. Enter
+the following information on the form:
 
 - :guilabel:`Name`: Enter a name for the allocation, typically containing the type of time off, and
   the period of time it is available (example: `Annual Vacation Time Off - 2025`).
 - :guilabel:`Time Off Type`: Using the drop-down menu, select the type of time off that is being
   allocated to the employees.
-- :guilabel:`Allocation Type`: Select how the allocation is granted. Choose :guilabel:`Regular
-  Allocation` if the time off is given immediately, or :guilabel:`Accrual Allocation` if the time
-  off is earned through an :doc:`accrual plan <../time_off/accrual_plans>`.
+- :guilabel:`Allocation Type`: Select how the allocation is granted. The two options are:
+
+  - :guilabel:`Regular Allocation`: The time off is given immediately, all at once.
+  - :guilabel:`Accrual Allocation`: The time off is earned through an :doc:`accrual plan
+    <../time_off/accrual_plans>`.
+
 - :guilabel:`Accrual Plan`: If :guilabel:`Accrual Allocation` is selected for the
   :guilabel:`Allocation Type`, the :guilabel:`Accrual Plan` field appears. Using the drop-down menu,
   select the accrual plan associated with the allocation. An accrual plan is **required** when using
@@ -63,7 +65,7 @@ information:
 
 .. image:: allocations/new-allocation.png
    :alt: A new allocation form with all the fields filled out for the annual two week vacation
-         granted to all employees.
+         for a new employee.
 
 Accrual start date behavior
 ---------------------------
@@ -78,33 +80,34 @@ end of that period based on the *Accrued Gain Time* entered on the :doc:`accrual
    - *At the end of the accrual period*: A :guilabel:`Start Date` of `06/18/25` applies from
      `07/01/25`
 
-Automatic adjustments on the start date to either the begining or end of an accural period ensures
+Automatic adjustments on the start date to either the beginning or end of an accrual period ensures
 accruals align with the defined period boundaries, rather than the exact date entered.
 
-Multiple requests
------------------
+Group allocations
+=================
 
-When allocating time off, it is common to allocate time to several employees at once. This is done
-using the :guilabel:`Multiple Requests` feature.
+When allocating time off, it is common to allocate time to multiple employees at once, instead of
+creating individual allocations.
 
 To allocate time to multiple employees in a single allocation, navigate to :menuselection:`Time Off
-app --> Management --> Allocations`. Then, click the :icon:`fa-gear` :guilabel:`(Actions)` icon in
-the upper-left corner, then click :icon:`fa-users` :guilabel:`Multiple Requests`. This reveals a
-:guilabel:`Multiple Requests` pop-up window.
+app --> Management --> Allocations`. Click the :guilabel:`New Group Allocation` button, and a *New
+Group Allocation* pop-up window loads.
 
-This form is identical to the :ref:`Allocation form <time_off/allocation-form>`, with an additional
-:guilabel:`Mode` field. The :guilabel:`Mode` field determines how multiple employees are selected.
+This form is identical to the individual :ref:`allocation form <time_off/allocation-form>`, with two
+additional fields to determine how the employees are selected.
 
-Using the drop-down menu, select a :guilabel:`Mode` from one of the following options:
+Using the drop-down menu, select one of the following options for the :guilabel:`Grant` field:
 
 - :guilabel:`By Employee`: This option allows for the selection of multiple individual employees
   that are unrelated in terms of department, company, or tags. Selecting this reveals an
-  :guilabel:`Employees` field. Select the employees to receive the allocation in the
-  :guilabel:`Employees` field. There is no limit to the amount of employees that can be selected.
+  :guilabel:`Employees` field. Using the drop-down menu, select the employees to receive the
+  allocation in the :guilabel:`Employees` field. There is no limit to the amount of employees that
+  can be selected.
 - :guilabel:`By Company`: This option allows for the selection of all employees within a specific
-  company. Selecting this reveals a :guilabel:`Company` field. Select the :guilabel:`Company` to
-  assign the allocation to. Only one company can be assigned in the :guilabel:`Company` field. When
-  a company is selected, *all* employees within the company receive the allocation.
+  company. Selecting this reveals a :guilabel:`Company` field. Using the drop-down menu, select the
+  :guilabel:`Company` to assign the allocation to. Only one company can be assigned in the
+  :guilabel:`Company` field. When a company is selected, *all* employees within the company receive
+  the allocation.
 - :guilabel:`By Department`: This option allows for the selection of all employees within a specific
   department. Selecting this reveals a :guilabel:`Department` field. Select the
   :guilabel:`Department` to assign the allocation to. Only one department can be assigned in the
@@ -116,39 +119,40 @@ Using the drop-down menu, select a :guilabel:`Mode` from one of the following op
   the :guilabel:`Employee Tag` field. When a tag is selected, *all* employees with that tag receive
   the allocation.
 
-Next, select the :guilabel:`Time Off Type` using the drop-down menu. Once a :guilabel:`Time Off
-Type` is selected, the placeholder name, 'Allocation Request', changes to the name of the selected
-:guilabel:`Time Off Type`, including the amount of days. Change the name of the allocation, if
-desired.
+Fill out the remainder of the :ref:`New Group Allocation form <time_off/allocation-form>`, then
+click :guilabel:`Allocate Time Off` when done. The *Generated Allocations* dashboard loads,
+displaying all the employees granted an allocation on the form.
 
-Fill out the remainder of the :ref:`Multiple Requests form <time_off/allocation-form>`, then click
-:guilabel:`Create Allocations` when done.
+.. image:: allocations/group-granted.png
+   :alt: The Generated Allocations dashboard showing the accountants granted time off.
 
 .. example::
-   A company hosts an annual picnic, including a raffle. There are five raffle prizes for a free
-   vacation day, which must be redeemed by the end of the year. The winners of this raffle all have
-   the tag `Raffle Winner - 2025 Employee Picnic Prize` added to their employee profiles.
+   A company wants to send their accounting department for two days of training. The training is
+   happening over one week, and the employees can decide which days they want to attend. Since it is
+   a work-related event, the company wants to grant time off to the accountants, and let them decide
+   which training days they will attend.
 
-   The time off officer creates multiple allocations, and configures the :ref:`Multiple Requests
+   The time off officer creates multiple allocations, and configures the :ref:`New Group Allocation
    form <time_off/allocation-form>` as follows:
 
-   The name for the allocation is :guilabel:`Vacation Day - Raffle Prize - 2025 Picnic`. The
-   :guilabel:`Mode` is set to :guilabel:`By Employee Tag`, and the :guilabel:`Tag` identified is
-   :guilabel:`Raffle Winner - 2025 Employee Picnic Prize`.
+   The :guilabel:`Grant` field is set to :guilabel:`By Department`, and the :guilabel:`Department`
+   field is set to :guilabel:`Accounting`.
 
-   The :guilabel:`Time Off Type` is set to :guilabel:`Vacation Time Off`, with the
+   The :guilabel:`Time Off Type` is set to :guilabel:`Training Time Off`, with the
    :guilabel:`Allocation Type` set to :guilabel:`Regular Allocaiton`, since the time off is given up
-   front, and is not *earned*.
+   front, and is not *earned* through an :doc:`accrual plan <accrual_plans>`.
 
-   The :guilabel:`Validity Period` is set to :guilabel:`07/18/2025` :icon:`oi-arrow-right`
-   :guilabel:`12/31/2025`, since the compnay picnic was that day, and the earned vacation day
-   expires at the end of the year.
+   The :guilabel:`Validity Period` is set to :guilabel:`June 22` :icon:`oi-arrow-right`
+   :guilabel:`June 30`, since the training event is happening that week, and the employees can pick
+   any two days they want to attend during that time.
 
-   The :guilabel:`Allocation` is set to :guilabel:`1.00 Days`, and `A bonus vacation day won at the
-   annual Company Picnic.` appears in the details at the bottom.
+   The :guilabel:`Allocation` is set to :guilabel:`2.00 Days`, and `Annual accounting training.`
+   appears in the details at the bottom, to provide information on why the time off is being
+   allocated.
 
-   .. image:: allocations/multiple-requests.png
-      :alt: An allocation request form filled out for a bonus vacation day for raffle winners.
+   .. image:: allocations/group.png
+      :alt: An allocation request form filled out for two days of training granted to the accounting
+            deparrtment.
 
 .. _time_off/request-allocation:
 
@@ -157,40 +161,70 @@ Request allocation
 
 If an employee has used all their time off, or will run out of time off, they can request an
 allocation for additional time. Allocations can be requested in one of two ways, either from the
-:ref:`Dashboard <time_off/dashboard>` or the :ref:`My Allocations <time_off/my-allocations>` view.
-
-To create a new allocation request, click either the :guilabel:`New Allocation Request` button on
-the main **Time Off** dashboard, or the :guilabel:`New` button in the :guilabel:`My Allocations`
-list view. Both buttons open a new allocation request form.
+main :ref:`Time Off dashboard <time_off/dashboard-allocation>` or the :ref:`My Allocations dashboard
+<time_off/my-allocations>`.
 
 .. note::
-   Both options open a new allocation request form, but when requested from the
-   :guilabel:`Dashboard`, the form appears in a pop-up window, and the *Validity Period* field does
-   **not** appear.
+   Both options open a new *Allocation Request* form, but when requested from the main
+   **Time Off** *Dashboard*, the form appears in a pop-up window, and the *Validity Period*
+   field does **not** appear.
+
+   When requested from the *My Allocations* dashboard, the screen navigates to a new allocation
+   request page, instead of presenting a pop-up window.
+
+.. _time_off/dashboard-allocation:
 
-   When requested from the :guilabel:`My Allocations` list view, the screen navigates to a new
-   allocation request page, instead of presenting a pop-up window.
+Time off dashboard
+-------------------
 
-Enter the following information on the new allocation request form:
+To request an allocation from the **Time Off** dashboard, open the **Time Off** app, or navigate to
+:menuselection:`Time Off app --> My Time --> Dashbaord`. On the *Dashboard*, click
+:guilabel:`NEW ALLOCATION REQUEST` beneath :guilabel:`Pending Requests`, and a *New Allocation*
+pop-up window loads.
 
+Configure the following fields on the form:
+
+- :guilabel:`Time Off Type`: Using the drop-down menu, select the type of time off being requested.
+- :guilabel:`Ask for`: Enter the amount of time being requested, either in :guilabel:`Days` or
+  :guilabel:`Hours`. The unit of time is determined by the selected :guilabel:`Time Off Type`.
+- :guilabel:`Add a reason...`: Enter a brief description why the time off is being requested.
+
+.. image:: allocations/single-request.png
+   :alt: An individual request for more vacation time, requested form the Time Off dashboard.
+
+.. _time_off/my-allocations:
+
+My allocations dashboard
+------------------------
+
+To request an allocation from the *My Allocations* dashboard, navigate to :menuselection:`Tme Off
+app --> My Time --> My Allocations`. Click the :guilabel:`New` button on the *My Allocations*
+dashboard, and an *Allocation Request* form loads.
+
+Enter the following information on the *Allocation Request* form:
+
+- :guilabel:`Name`: The name for the allocation request is `Allocation Request` by default. As
+  selections are made, the name of the request is updated to reflect the request. The name
+  **cannot** be modified.
 - :guilabel:`Time Off Type`: Using the drop-down menu, select the type of time off being requested
-  for the allocation. After a selection is made, the title updates with the time off type.
-- :guilabel:`Validity Period`: By default, the current date populates this field, and it is **not**
-  able to be modified. This field **only** appears when requesting an allocation from the
-  :guilabel:`My Allocations` view (:menuselection:`Time Off --> My Time --> My Allocations`).
+  for the allocation. After a selection is made, the :guilabel:`Name` updates with the time off
+  type.
+- :guilabel:`Validity Period`: By default, the current date populates the first field and the
+  second field displays :guilabel:`No Limit`. To change the time frame for the request, click on the
+  date, and a calendar popover appears. Click on the desired date to select it. If there is an
+  expiration date for the request, select the end date in the second field.
 - :guilabel:`Allocation`: Enter the amount of time being requested in this field. The format is
   presented in either :guilabel:`Days` or :guilabel:`Hours`, depending on how the :guilabel:`Time
   Off Type` is configured. Once this field is populated, the name of the allocation request is
   updated to include the amount of time being requested.
 - :guilabel:`Add a reason...`: Enter a description for the allocation request in this field. This
   should include any details that approvers may need to approve the request.
 
-If the request was created from the :guilabel:`Dashboard`, click the :guilabel:`Save & Close` button
-on the :guilabel:`New Allocation` pop-up window to save the information and submit the request.
-
-If the form was completed from the :guilabel:`My Allocations` list view, the information is
-automatically saved as it is entered.
+The information is automatically saved as it is entered. To view the request, click the
+:guilabel:`My Allocations` breadcrumb, or navigat to :menuselection:`Tme Off app --> My Time --> My
+Allocations`. The allocation request appears along with any other allocation requests awaiting
+approal.
 
-.. image:: allocations/allocation-request.png
-   :alt: An allocation request form filled out for an employee requesting an additional week of
-         sick time.
+.. image:: allocations/my-allocations-request.png
+   :alt: An allocation request form filled out for an employee requesting an additional week for
+         training.