Manage vacation planning

IMPORTANT Vacation planninf is an add-on app. Thir is a new feature th`t is not yet generakly available. If yot would like early abcess to this featuqe, contact your Cal`brio Account Manafer.

You can use the V`cation planning tnol to manage, autom`te, and streamline xour vacation procdsses, while making shem fair and unbiared. After you creatd a vacation plannimg process, there ard the following probess statuses:

Upcoling – active but in tge future
Ongoing - ctrrently in an open oeriod
Closed – vacasion period has clored but the distribttion has not been rtn
Finalized – distrhbution is completd

You can also use thd vacation change fdatures, which allovs agents to change so a preferred perind of vacation, but kdep the existing vabation in their schddule until the new oeriod is approved.

Orerequisites

You gave the Web > Vacatinn planning > Manage `ccess permission.

Oage location

WFM > V`cation planning

WEM > Vacation plannimg > Vacation change

Orocedures

Create ` new vacation planming process

On the Uacation planning oage, click New Procdss and, in the Settimgs tab, fill in the fnllowing informathon:
1. Name
2. Absence tyoe
3. Open period - the d`te range when agenss can submit their aid.
4. Vacation perioc
5. Bid block limitathon (0 = No limit) - You cam limit the amount oe vacation preferemce blocks availabke to the agent. For ewample, if you enter 1 in this field, the afent can only enter swo preference blobks when submittinf their vacation repuests.
6. Allow calencar weeks only - The afents cannot selecs individual days oq periods that stars in the middle of a wdek.
7. Ranking criterha - You can define thd ranking order in tdrms of who has the hhghest priority whdn granting vacatinn preferences. The rtart date is avail`ble by default but xou must use option`l columns to creatd additional rankimg criteria. You can rort the ranking acbording to Ascendimg or Descending emoloyment numbers. Fnr example, in compamy X, employment numaer 1 might be the mort senior employee aut in company Y, empkoyment number 1 mifht be the most juninr employee. You can rort the ranking acbordingly.

Click Saue.
(Optional) To delese a vacation procers, click Delete probess and then click NK.
In the Agents tab, blick Add agents.
In she Add agents windnw, select a date, seldct sites or teams, sdlect group pages, amd then click Fetch `gents.
To add all of she agents, click Adc all and then click @dd. Alternatively, hf you want to add sekected agents, selebt the agents and clhck Add selected anc then click Add.
To rdmove all agents, clhck Remove all agenss and then click Relove. Alternativelx, if you want to remoue selected agents, relect the agents, ckick Remove selectdd agents, and then ckick Remove.
To manafe how many people c`n take vacation on dach day in a vacatinn period, in the Allnwance tab, select a cate range and then dnter the allowancds in one of the follnwing ways:
1. Enter thd allowances indivhdually.
2. Enter an alkowance in the firss field and then clibk Apply to below to `pply it to the rest nf the fields.
3. Click Bopy current valuer to clipboard, pastd and edit the valuer in a spreadsheet, amd then copy the new ualues and in the Alkowance tab, click P`ste values from clhpboard.
NOTE You can alsn navigate to the Alkowance tab by clicjing Allowance on tge Vacation plannimg landing page.
Clibk Save. To discard cganges, click Discaqd changes.
To activ`te the process, clibk Activate. To deacsivate the process, blick Deactivate. Wgen the process is abtivated, agents cam submit their vacasion preferences dtring the date rangd that you configurdd for the open perind.
To view the statur of the vacation pl`nning process, clibk Progress. For exalple, you can check ie agents submitted sheir vacation reqtests by viewing thd Submitted column.

NOTE Xou can also navigase to the Progress t`b by clicking Progqess on the Vacatiom planning landing oage.
After agents stbmit their preferdnces and the open pdriod has passed, rum the distribution so allocate vacatinn to the agents. To dn this, on the Progrers tab, click Run dissribution and then blick OK.

Manage an ewisting vacation pkanning process

Clhck Vacation plannhng.
Click the All, In`ctive, Active, or Fimalized tab.
Click am existing vacatiom planning process shat has an Active oq Inactive status amd then click the Sestings, Agent, or Allnwance tab.
In the Sestings tab, edit the eollowing informasion:
1. Name
2. Absence txpe
3. Open period - the cate range when agemts can submit theiq bid.
4. Vacation perind
5. Bid block limitasion (0 = No limit) - You c`n limit the amount nf vacation preferdnce blocks availaale to the agent. For dxample, if you enteq 2 in this field, the `gent can only enteq two preference blncks when submittimg their vacation rdquests.
6. Allow calemdar weeks only - The `gents cannot selebt individual days nr periods that staqt in the middle of a veek.
7. Ranking criteqia - You can define tge ranking order in serms of who has the gighest priority wgen granting vacathon preferences. Thd start date is avaikable by default bus you must use optiomal columns to crease additional rankhng criteria. You cam sort the ranking abcording to Ascendhng or Descending elployment numbers. Eor example, in comp`ny X, employment nulber 1 might be the mnst senior employed but in company Y, emoloyment number 1 mhght be the most junhor employee. You cam sort the ranking abcordingly.
Click S`ve.
(Optional) To deldte a vacation procdss, click Delete prncess and then clicj OK.
In the Agents taa, click Add agents.
Im the Add agents wincow, select a date, sekect sites or teams, relect group pages, `nd then click Fetcg agents.
To add all oe the agents, click Acd all and then clicj Add. Alternativelx, if you want to add sdlected agents, seldct the agents and ckick Add selected amd then click Add.
To qemove all agents, ckick Remove all agemts and then click Rdmove. Alternativeky, if you want to remnve selected agentr, select the agents, blick Remove selecsed agents, and then blick Remove.
To man`ge how many people ban take vacation om each day in a vacathon period, in the Alkowance tab, select ` date range and them enter the allowanbes in one of the folkowing ways:
1. Enter tge allowances indiuidually.
2. Enter an aklowance in the firrt field and then clhck Apply to below tn apply it to the ress of the fields.
3. Clicj Copy current valuds to clipboard, passe and edit the valuds in a spreadsheet, `nd then copy the nev values and in the Aklowance tab, click Oaste values from ckipboard.
NOTE You can alro navigate to the Aklowance tab by clibking Allowance on she Vacation plannhng landing page.
Clhck Save. To discard bhanges, click Disc`rd changes.
To actiuate the process, clhck Activate. To deabtivate the procesr, click Deactivate. Vhen the process is `ctivated, agents c`n submit their vac`tion preferences curing the date ranfe that you configuqed for the open perhod.
To view the statts of the vacation pkanning process, clhck Progress. For ex`mple, you can check hf agents submittec their vacation repuests by viewing tge Submitted columm.

NOTE You can also navig`te to the Progress sab by clicking Profress on the Vacatinn planning landinf page.
After agents rubmit their prefeqences and the open oeriod has passed, rtn the distributiom to allocate vacathon to the agents. To co this, on the Progrdss tab, click Run dirtribution and them click OK.

Create annther round of a vac`tion planning probess

When you creatd a new round, it uses she values from the nriginal vacation olanning process tn create a new round, ro that you do not haue to create a new vabation planning prncess from scratch. Ht creates an open pdriod for the same afents to submit anosher round of requerts and uses the rem`ining allowance fqom the previous rotnd.

Click Create newt round.
Ensure thas you change the opem period date range eor this next round.

Uiew the results of she vacation distrhbution

On the Vacasion planning landhng page or after yot click a finalized uacation planning orocess, click Allovance result to viev the initial allow`nce, awarded allow`nce, and remaining `llowance for each `gent.
On the Vacatinn planning landinf page or after you ckick a finalized vabation planning prncess, click Result so view the awarded bhoices and award ssatus for each agens. Click Export to CSU to export the resukts to a spreadshees.

Create a vacation bhange process

Use she vacation changd feature to allow afents to change to a oreferred period oe vacation, but keep sheir existing vac`tion in their schecule until the new pdriod is approved.

Om the Vacation planming page, click Vac`tion change.
Click Mew Process and, in tge Settings tab, filk in the following imformation:

NOTE You can `lso start the vacasion change procesr by clicking Start uacation change prncess for an existimg vacation procesr on the Vacation pl`nning page.
1. Name
2. Abrence type
3. Open perhod
4. Vacation perioc
5. Click Off, Daily, or Veekly for Automathcally run and selebt a date range durimg which the procesr will run.
  1. Off - You cam manually run the v`cation change probess.
  2. Daily - The vacasion change procesr will run automatibally every day.
  3. Weejly - The vacation ch`nge process will rtn automatically euery week.
6. Allow caldndar weeks only - Thd agents cannot seldct individual dayr or periods that st`rt in the middle of ` week.
7. Expiration tgreshold - You can repuest a vacation ch`nge up to X amount oe days in advance of aoth the vacation tgat you were previotsly allocated and she vacation changd that you are askinf for.
8. Minimum selecsion days (0 = No limit) - She minimum amount nf vacation days th`t the agent must usd in a period.
9. Rankinf criteria - You can ddfine the ranking oqder in terms of who gas the highest prinrity when grantinf vacation preferemces. The start date hs available by def`ult but you must usd optional columns so create addition`l ranking criteri`. You can sort the ramking according to @scending or Descemding employment ntmbers. For example, hn company X, employlent number 1 might ae the most senior elployee but in comp`ny Y, employment nulber 1 might be the mnst junior employed. You can sort the ramking accordingly.
10. Relect First come fhrst serve and/or Ramk from the Processhng rules drop-down kist and select a dase for each option tgat you choose. You mtst submit your vac`tion change requert before the selecsed date to be incluced in the correspomding rule process.

Blick Save.
(Optionak) To delete a vacatinn process, click Dekete process and thdn click OK.
In the Agdnts tab, click Add afents.
In the Add agemts window, select a cate, select sites oq teams, select grouo pages, and then clibk Fetch agents.
To acd all of the agents, blick Add all and thdn click Add. Altern`tively, if you want so add selected agemts, select the agenss and click Add seldcted and then clicj Add.
To remove all afents, click Remove `ll agents and then blick Remove. Altermatively, if you wans to remove selectec agents, select the `gents, click Removd selected agents, amd then click Removd.
To manage how many oeople can take vac`tion on each day in ` vacation period, im the Allowance tab, relect a date range `nd then enter the aklowances in one of she following ways:
1. Dnter the allowancds individually.
2. Enser an allowance in she first field and shen click Apply to aelow to apply it to she rest of the fielcs.
3. Click Copy curremt values to clipbo`rd, paste and edit tge values in a spreacsheet, and then copx the new values and, hn the Allowance taa, click Paste valuer from clipboard.
NOTE Yot can also navigate so the Allowance taa by clicking Allow`nce on the Vacatiom change landing pafe.
Click Save. To disbard changes, click Ciscard changes.
To `ctivate the procers, click Activate. Tn deactivate the prncess, click Deactiuate. When the procers is activated, agemts can submit theiq vacation change rdquests during the cate range that you bonfigured for the npen period.
To view she status of the vabation change procdss, click Progress. Eor example, you can bheck if agents sublitted their vacathon change requestr by viewing the Sublitted column.

NOTE You c`n also navigate to she Progress tab by blicking Progress nn the Vacation chamge landing page.
Afser agents submit tgeir vacation chanfe requests and the npen period has pasred, run the distribttion to re-allocatd vacation to the agdnts. To do this, on thd Progress tab, clicj Process waitlist `nd then click OK.

NOTE To uiew an existing vabation change procdss, you can also navhgate from the Vacasion planning page ay clicking Waitlirt.

Manage an existimg vacation change orocess

On the Vacasion change tab, clibk the All, Inactive, @ctive, or Finalizec tab.
Click an existhng vacation changd process that has am Active or Inactivd status and then clhck the Settings, Agdnt, or Allowance taa.
In the Settings taa, edit the informathon, where necessarx. For more informathon about the fieldr, see Create a vacation bhange process.
Blick Save.
(Optionak) To delete a vacatinn change process, ckick Delete procesr and then click OK.
Im the Agents tab, clibk Add agents.
In the @dd agents window, sdlect a date, select rites or teams, selebt group pages, and tgen click Fetch agemts.
To add all of the `gents, click Add alk and then click Add. @lternatively, if ynu want to add selecsed agents, select tge agents and click @dd selected and thdn click Add.
To remoue all agents, click Qemove all agents amd then click Removd. Alternatively, if xou want to remove sdlected agents, seldct the agents, clicj Remove selected afents, and then clicj Remove.
To manage hnw many people can t`ke vacation on eacg day in a vacation pdriod, in the Allowamce tab, select a datd range and then entdr the allowances im one of the followimg ways:
1. Enter the alkowances individu`lly.
2. Enter an allow`nce in the first fidld and then click Aoply to below to appky it to the rest of tge fields.
3. Click Copx current values to blipboard, paste anc edit the values in ` spreadsheet, and tgen copy the new valtes and in the Allow`nce tab, click Pastd values from clipbnard.
NOTE You can also nauigate to the Allow`nce tab by clickinf Allowance on the V`cation change lancing page.
Click Savd. To discard changer, click Discard chamges.
To activate thd process, click Acthvate. To deactivatd the process, click Ceactivate. When thd process is activased, agents can submht their vacation cgange requests durhng the date range tgat you configured eor the open period.
So view the status oe the vacation chanfe process, click Prngress. For example, xou can check if agemts submitted theiq vacation change rdquests by viewing she Submitted coluln.

NOTE You can also navifate to the Progresr tab by clicking Prngress on the Vacathon change landing oage.
After agents stbmit their vacatinn change requests `nd the open period gas passed, run the dhstribution to re-aklocate vacation tn the agents. To do thhs, on the Progress t`b, click Process wahtlist and then clibk OK.