Policies and Approvals

Policies allow you to reflect your flex-office charter directly in Semana. To do this, simply go to Admin > Policies to set them up if you're an administrator, or Policies if you manage collaborators in Semana.

• 1. How policies work. 
• 2. Setting up policies.
  • A. Policies
  • B. Assignments
• 3. Approvals.

1. How policies work. 

On the Policies tab, you can see the number of collaborators and communities without policies.

Administrators can create policies for all employees in the Semana area, but managers can only set policies for the employees they manage.

Once policies have been set up, they will take effect on calendars the following day. However, you can shorten this time by clicking on Start synchronization. The policies will then be applied within the hour. Please note that this synchronization button also speeds up the application of standard weeks.

If you want your policies to be subject to approvals, you need to activate the Allow status approvals option in the Workspace tab of your Admin menu.

2. Setting up policies.

A. Policies

To create a policy, simply click on Create new policy.

Once on the creation window, simply enter the title of your policy and the two elements that may make it up: **quotas and fixed days.

For quotas, simply click on Add and choose the maximum number of days you wish to be in the office or teleworking during a period. There are four periods in Semana:

• Week
• Month
• Quarter
• Year

Fixed days allow you to automate a status for members of this policy for each day of the week. All Semana statuses can be applied to fixed days.

However, even if the day has a fixed status, the employee can change his or her status for that day.

Once the policy has been created, all that remains is to assign collaborators and communities to this policy. Multiple collaborators can be assigned to a single policy.

To delete the policy, simply click on the trash can icon.

On your collaborators' calendars, fixed days from policies will be displayed in red, and those from standard weeks in yellow.

                 

B. Assignments

Once you've created your policy, you'll need to assign collaborators or communities to it. A policy can have several different assignments (collaborators and/or communities).

If a collaborator has a different policy from his community, his personal policy will apply. If the collaborator's policy is deleted, the community's policy will be applied.

An unassigned policy does not apply to anyone and can therefore be deleted. If a deleted collaborator had a policy, then his or her policy is not automatically deleted.

3. Approvals.

If the approval option is active on your Semana space, your collaborators can request more statuses than their policy allows.

Once an employee has used the maximum of a status indicated in their policy, they can send a request directly to Semana to obtain additional days. If, for example, an employee is limited to two teleworking days per week, he or she can request a third day.

A small icon will indicate that your status is pending approval, and you will be notified by e-mail when your manager has approved or declined your request.
A manager or administrator can approve or deny approvals directly from their home page.