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WhosOff

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WhosOff is our leave management system. We use it to track all types of leave, such as annual leave and sick leave, as well as to record overtime.

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Before you start, you’ll get an email to your personal email address directly from WhosOff with your log-in details. You can change the email you use to log-in after you’ve accessed your account (you can find instructions in our WhosOff page 👈).

How to use it

These are the key pages in WhosOff that you need to know about:

1️⃣ Dashboard

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What it is: A brief overview of who’s off today, what’s coming up for you in the next 7 days, your current leave allowance, and where you submit leave requests

The Dashboard contains several different sections, including:

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WhosOff - an overview of who’s off today, the dates that their leave is starting and ending, and what type of leave they’re taking

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Non-Workers - a list of staff members who don’t work on this day

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My next 7 days - a quick look at what’s coming up in the next 7 days for you, whether you have any non-working days, bank holidays, or leave

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My leave allowance - tells you how much leave you have left for this year and next year, and if you have any pending requests that have not been approved yet

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Submit leave request - this is where you can request to book time off. Click the toggle to see how to request leave

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Quick links - links to key tasks like viewing your leave or submitting an overtime request

2️⃣ WhosOff

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What it is: A detailed look at who’s off from your department for the current month

This page shows you who’s off in your department each month. By default it will show you the current month, but you can navigate to different months using either the arrows in the top right corner, or by selecting a specific month using the drop down at the top of the page. The calendar also highlights the current date using a yellow column.

This calendar shows the leave type that each person is taking, for example, the blue H is for holiday, the yellow T is for time off in lieu, and grey X is for non-working days.

3️⃣ My Leave

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What it is: All of your approved and pending leave

This page shows you all of you approved and pending leave. Here you can see the dates that you’re taking leave, how much of your leave allowance you’re using for that leave period, and the type of leave that you’re taking. Pending leave that hasn’t yet been approved will appear as striped until it’s approved.

For leave that you haven’t taken yet, you can cancel your leave ahead of time by clicking the blue ‘Cancel’ button in the ‘Options’ column on the right.

4️⃣ My Overtime

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What it is: All of your approved and pending overtime, and where you submit overtime requests for approval

This page is where you view all of your overtime requests. You can filter the table to view ‘Approved’ leave only, ‘Approved & pending’ requests, or ‘Declined’ requests. The status of your overtime is also included in the table, along with the date and duration of your overtime, and if you’ve requested to take time off in lieu, how much ‘Lieu Time’ you receive for that overtime period.

On this page you can also ‘Add new overtime’ on the right-hand side of the page.

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How to submit an overtime request

My Details / Settings

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What it is: If you want to change any of your details (e.g. your name, email address used to log in), you can do it from this page

Your WhosOff account will most likely be linked to your personal email address. If you want to change your WhosOff log-in to your NHS email address:

Click on the arrow next to your name in the top right corner of the screen 🔽
Click My Details / Settings
Go to the Staff profile tab
Replace your personal email in the Username / Email field with your NHS email
Click on Save changes in the bottom right corner!

FAQs

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How do I submit a leave request?

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How do I add overtime?

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Resources:

Knowledgebase (whosoff.com)