Time Off Requests
When a team member needs a day off (vacation, personal day, medical appointment), they submit a time-off request in Rivvex. The request goes through an approval workflow, and once approved, the system automatically accounts for it during scheduling.
How It Works
For the Employee
From the mobile app:
- Go to the Account tab.
- Tap Time Off.
- Tap New Request.
- Select the start and end dates.
- Add a note if needed (e.g., “Family vacation” or “Doctor appointment”).
- Submit.
From the desktop:
- Go to Employees and find your profile.
- Click the PTO Requests tab.
- Click New Request.
- Fill in the dates and submit.
For the Manager
When a request comes in, you’ll see it in 2 places:
- The Action Items dashboard under “Review Time Off Requests”
- The Employees → PTO Requests tab
To review a request:
- Open the request.
- Check the dates against the schedule. Are there jobs that would be affected?
- Approve or reject the request.
- Add a review note if needed (e.g., “Approved, please find coverage for the Thursday job”).
Request Statuses
| Status | What It Means |
|---|---|
| Pending | The request has been submitted and is waiting for a manager to review it. |
| Approved | The manager said yes. The time off is confirmed. |
| Rejected | The manager said no. The employee should check the review note for the reason. |
| Cancelled | The employee withdrew the request before it was acted on. |
How Time Off Affects Scheduling
This is the key benefit: once time off is approved, Rivvex knows about it.
When you try to schedule a job on a day when an assigned crew member has approved time off, the system will warn you about the conflict. This prevents accidentally assigning someone to a job on their day off.
The schedule calendar also shows time-off blocks, so dispatchers can see at a glance who’s available and who’s not.
Approval Settings
By default, time-off requests require manager approval. If your business prefers a more flexible approach, the site admin can change this.
To configure:
- Go to Settings → Site Settings.
- Find the Time Off Requires Approval toggle.
- Turn it off if you want requests to be automatically approved.
Tips
- Submit early. The sooner a request is in, the easier it is to plan around it.
- Check the schedule first. Before approving, look at what’s scheduled for those dates. If there’s a conflict, you can discuss coverage with the team before making a decision.
- Use review notes. A quick note like “Approved, enjoy the trip!” or “Can we move this to the following week? We have a big project that Thursday” keeps communication clear.