actiPLANSGetting Started with Managing Staff Absence with actiPLANS

This section provides you with the basic information on how you can start managing staff absence with actiPLANS.

If You Already Use actiTIME

If you already use actiTIME Online, you can run actiPLANS trial directly from your actiTIME account. In the integrated products the following data will be shared and you will not need to create it again:

  • User accounts, departments and time zone groups
  • Leave types
  • Leave time recorded for the future dates
  • Shared system settings

Learn more about shared data in the Integration with actiTIME section of this user guide.

During the trial period the number of user accounts with enabled access will not be limited in actiPLANS, so you will be able to evaluate the product on your real data without any limitations.

Later, when the trial expires, you will be able to decide how many actiPLANS users you need - even when the products are integrated, each of them has its own license with its own number of users and effective dates. It is possible to have an actiPLANS license for 40 users and actiTIME license for 20 users only (and vice versa).

To start actiPLANS trial from your actiTIME, log in to your actiTIME Online account, click on 'puzzle' icon located at the top of the interface, and choose 'Integration with actiPLANS' option:

Add-ons drop-down

You will see a dialog offering you to start an actiPLANS trial.

To start using actiPLANS in the integrated mode, choose 'Integrate actiPLANS with this Account' option.
Your actiPLANS trial will start in a couple of seconds.

Once actiPLANS trial is created, you will need to configure manager settings in the User List | Account Settings Interface:

  1. Configure managers' permissions - permissions are not imported automatically from actiTIME, so you will need to specify who will be able to manage leave requests, PTO settings, and user accounts in actiPLANS.

  2. Assign approvers to system users - by default '-- automatically approved --' option will be set for all users (which means that approval is not needed). If there are users whose leave requests require approval, specify leave time managers who will process their leave requests.

In addition, you may need to change the following settings defining access permissions to leave requests in the absence management system interfaces:

  • Access to personal work schedules for regular users - by default users can see work schedule of all their colleagues in the My Schedule interface. You can limit the list of colleagues to the users from the same user group, or completely hide schedules of other users.

  • Access to leave time requests for Leave Time Managers - by default leave time managers can see and process leave requests submitted by assigned users only. You can change these settings and allow leave time managers to see requests submitted by other system users as well.

Running actiPLANS with Demo Data

When you start actiPLANS trial from the site, or choose to start an independent actiPLANS trial from your actiTIME account, demo data is loaded into the system.

Preloaded demo data will help you take a look at how actiPLANS works and save time on entering demo data and configuring the product.

After you have reviewed system functionality and are ready to enter your own data, you can easily delete the demo data from the system – just click on the Help and Support Icon icon located at the top of the interface and choose 'Clean Up Demo Data' option.

Help and support drop-down

The demo data that will be deleted includes demo leave types, demo user accounts, and demo leave requests. All data that you have created manually will be kept.

After removing demo data from the system, you can configure your actiPLANS account from scratch so that it meets your company’s needs. This process is described in more detail in the Configuring actiPLANS for the First Time section below.

Configuring actiPLANS for the First Time

Initial data setup consists of the following simple steps:

  1. Define general product settings
  2. Register users
  3. Create leave types

After you have completed these steps, you and your colleagues will be ready to submit, modify, approve or reject leave time with nice-looking and intuitive actiPLANS interfaces.

1. Define General Product Settings

It is recommended to start with configuring general system settings:

  • Configure your calendar layout
  • Define your corporate work schedule
  • Configure your default PTO & Sick Days accrual rules
  • Review settings which define access privileges to leave requests in the system interfaces
  • Configure necessary email notifications

To configure system settings listed above refer to the following sections of this user guide: General Settings Interface and Email Notifications

2. Invite Your Colleagues

Create accounts for your colleagues and send them invitations to actiPLANS.

You can do that directly from the Help menu…

Create account for your colleague

…or from the Users interface.

Click on the '+ Add User' button and select the option: Configure new user profile or Invite several users at once.

Add Users button

The ‘Configure New User Account’ option allows creating an account with all settings configured in advance, before the user is invited to the staff absence management system. Enter account data of the new user; then click on the 'Save & Send Invitation' button:

Add User pop-up

If you need to invite many users, select the ‘Invite several users at once’ option. You will only need to enter basic information – first and last name and email – and send invitations. Other account settings can be edited after the users join the system.

Invite several users pop-up

After your colleagues have registered in the system, grant them permissions necessary for their everyday work. Use the 'Manage' column of the User List to configure these permissions:

'Requests' button 'Leave Balance' button 'System' button

Grant 'Manage Leave Time Requests' permission to the managers who will be responsible for processing leave requests submitted by the regular system users. Then assign leave time managers to regular users.

You can configure permissions and assign leave time managers in the Account Settings Interface.

Grant 'Manage Leave Balances' permission to the managers who will be responsible for managing users' balances. Note that a manager with 'Manage Leave Balances' permission has access to PTO & Sick Days balances and accrual rules of all registered users.

Then configure users' PTO & Sick Days settings in the PTO & Sick Days Settings Interface.

Grant 'Manage System Settings' permission to your colleagues who will help you manage user accounts, permissions, and system settings.

3. Create Leave Types

actiPLANS allows users to create leave requests for the registered types of leaves. Leave type selected for a request defines name of the leave, color & icon to be used for displaying this request in the charts, if and how the requested leave time should affect user's PTO or Sick Days balance, and whether the request for the leave type requires approval. You can learn more about leave requests here.

Review pre-configured leave types and create additional ones in the Leave Types Interface. By default, there are seven predefined leave types in the absence management system:

  • Time Off
  • Sick Leave
  • Vacation
  • Business Trip
  • Studies
  • Family Leave
  • Medical Treatment

Specify which leave types require manager's approval, and which should affect users' PTO & Sick Days balances. Learn more on PTO & Sick Days balance and leave requests in the overview of major features.

Help & Support

actiPLANS interfaces are designed to be as intuitive as possible; however, if something is not clear to you or you need more information, don’t hesitate to contact our support team. Request a call or send us a message from the Help menu. You can attach a log file or a screenshot to the message to provide more technical details on your issue.

Help and Support

Now it's time to create your first leave request.
For more information see the following sections of this user guide: