Daria Landa Product Designer

Time Off Management

Workiz

2024

Product Designer

Designer

Time off management allows seamless leave requests, approvals, and team availability tracking. It allows employees to submit time-off requests easily while giving admins a clear overview of team availability that help plan workload.

The Problem

Our existing tool lacked many of the modern-day capabilities that are expected of a time off management system.

Users weren't alerted of a schedule conflict visibility

Employees could request time off therefor time off couldn't be approved

Time off block was visible only on one calendar view out of 5

I can't figure out what's the point of this feature

Goals

Create a streamlined request/approval process

Increase feature adoption rate & engagement

Encourage to use Workiz communication tools

Allow admins to override time off when necessary

Allow technicians to submit time off request to save time for admins

Record-keeping: all requests to be logged in one place

Who is it feature for

👩‍💻 Admins: receive, review, and manage requests, see which techs have time off when assigning new jobs

🧑‍🔧 Techs: submit requests and receive notifications upon approval/denial

👩‍💻 Admins: receive, review, and manage requests, see which techs have time off when assigning new jobs

🧑‍🔧 Techs: submit requests and receive notifications upon approval/denial

👩‍💻 Admins: receive, review, and manage requests, see which techs have time off when assigning new jobs

🧑‍🔧 Techs: submit requests and receive notifications upon approval/denial

Research

I start off my research by reading relevant user feedback on Canny (feature request platform for our customers).

These insights allow me to plan my user interviews to drill into the pain points.

Canny feature requests

MARKET RESEARCH

user interview insights & feature requests

💡

Show scheduling conflicts

💡

Request time off

💡

Approval by admins

💡

Different calendar views

💡

Reasons for time off

💡

Tracking system

How it works - Technician 🧑‍🔧

Technicians can:

Submit time off requests
Receive notifications upon approval/denial via the Workiz app's built messenger
View their time off request - pending or approved - on their calendars

🧑‍🔧 Tech: REQUESTING TIME OFF

🧑‍🔧 Tech: TIME OFF status in messaging center

🧑‍🔧 Tech: update TIME OFF

How it works - Admins 👩‍💻

Admins can:

Receive, review, manage and add time off requests
See which techs have time off when assigning new jobs
View time off on the work calendar in different views to plan workflow and understand the schedule

Permissions based.

👩‍💻 ADMIN: APPROVING TIME OFF

👩‍💻 ADMIN: ADDING TIME OFF

👩‍💻 ADMIN: TIME OFF IN DIFFERENT CALENDAR VIEWS

👩‍💻 ADMIN: VIEW DETAILS, EDIT & DELETE TIME OFF

👩‍💻 ADMIN: SHOWS SCHEDULING CONFLCTS WHEN ASSIGNING NEW JOBS

👩‍💻 ADMIN: mobile

Results

68%

requests were submitted via mobile (technician app)

29%

decrease in double-booking incidents linked to unavailable technicians

2.4

Average of time-off requests per technician per quarter

Results

68%

requests were submitted via mobile (technician app)

29%

decrease in double-booking incidents linked to unavailable technicians

2.4

Average of time-off requests per technician per quarter

Research

I start off my research by reading relevant user feedback on Canny (feature request platform for our customers) and watching sessions on Fullstory. These insights allow me to plan my user interviews to drill into the pain points.

I use Canny also to recruit our clients for user interviews checking their activity and profiles via Hubspot.

Canny feature requests

Research

I use Canny also to recruit our clients for user interviews checking their activity and profiles via Hubspot.

Canny feature requests

Goals

Create a streamlined request/approval process

Increase feature adoption rate & engagement

Encourage to use Workiz communication tools

Next steps

Based on usability testing and first feedback, next step is to implement a dedicated time off table so the admin can streamline the process as well as to add recurring time off.

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