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submit-approve-time-off-requests.md

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Submit and approve time-off requests
Discover how to submit and approve time-off requests in Dynamics 365 Field Service
08/13/2024
how-to
ryanchen8
chenryan

Submit and approve time-off requests

Keep the schedule board in Dynamics 365 Field Service up to date by logging time-off requests.

For example, one of your field technicians is taking a vacation. It's important to log the time-off request so that a dispatcher can see it on the schedule board when scheduling a work order.

When a resource has an approved time-off request, the scheduling assistant doesn't recommend that resource for a job during that period. The time slots for that resource are grayed out on the schedule board to provide a visual notification to the dispatchers that the resource isn't available.

If a bookable resource is set to require time-off approval, an approval request is sent to that user's manager before the time-off request shows in the scheduling tools.

Set up a time-off approval

If a resource must have their time-off requests approved before their time shows as unavailable on the schedule board, perform the following steps.

  1. In Resource Scheduling, select Resources.

  2. Open a bookable resource and select the Field Service tab.

  3. Set the Time-Off Approval Required:

    • Yes: Indicates the time-off must be approved first.
    • No: Indicates the time-off takes effect immediately. No is the default value.

    :::image type="content" source="media/time-off-resource.svg" alt-text="Screenshot of a bookable resource with the Time Off Approval Required field set to yes.":::

  4. Select Save & Close.

Submit a time-off request

  1. In Field Service, under Scheduling select Time Off Requests.

  2. Select New and use the tooltips to help fill in your information. Then select Save & Close.

Approve a time-off request

If the related resource requires approval, a Field Service-Administrator or Field Service-Dispatcher must approve the request. If you use custom column security profiles, set up column-level security permissions and give users Update permissions for the msdyn_ApprovedBy column in the msdyn_TimeOffRequest table. Disabling the msdyn_ApprovedBy column-level security in the msdyn_TimeOffRequest table doesn't allow users to approve time-off requests.

  1. In Field Service, under Scheduling select Time Off Requests.

  2. In the Active Time Off Requests view, select a request.

    :::image type="content" source="media/time-off-approve.svg" alt-text="Screenshot of active time-off requests highlighting the Approve option.":::

  3. Select Approve. When the approval is completed, select OK.

Approved time-off requests change to the status of Inactive. Inactive records can be found in the Inactive Time Off Requests view. Additionally, time-off requests show in the resource's calendar along with their normal working hours.

View time-off on the schedule board

Once the time-off request is created or approved, depending on whether the resource requires approval or not, the resource's time-off time range shows as unavailable on the schedule board.

:::image type="content" source="media/time-off-schedule-board.svg" alt-text="Screenshot of the schedule board showing time-off greyed out.":::

These time-off hours are displayed and treated the same as nonworking hours.

Edit or delete a time-off request

Time-off requests can only be edited or deleted from the resource's calendar. Once submitted, you can't edit a time-off from the Field Service mobile app while it's running in offline mode. Deleting a time-off request record doesn't delete the time-off from the schedule board or resource's calendar.

  1. In Resource Scheduling, select Resources.

  2. Select the bookable resource and select Show Work Hours.

  3. Select the time-off.

    :::image type="content" source="media/time-off-edit-delete.svg" alt-text="Screenshot of the monthly view of a resource's work hours, showing the edit and delete option.":::

  4. Select Edit or Delete to edit the time-off or delete it. Then select Save & Close.

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