This template provides a simple employee directory that keeps track of workers, their jobs, and departments. It’s handy for many uses. The template also deals with OOO (out of office) requests. It separates OOO into two kinds:

• Leave days: These are the personal and vacation days employees ask for.
• Others: This covers jury duty, sick leave, and parental leave. We split them up because leave days have a yearly limit, which we record in Leave days / year. Employees submit their OOO through a form, noting the start and end dates, type of leave, and an optional reason. A reviewer then approves or denies the request. The OOO Requests table links to the OOO Calendar, which tracks every day of the year as a workday or not. It shows who’s out each day. So, if someone asks for 10 days off, the Days field must list all 10 dates. This ensures the OOO Calendar is accurate.

Employees

This table contains both the general information about each employee and specific information about the amount of OOO days and leave days.

Fields

• Code. The employee’s name followed by the job role between parentheses.
• Name. The employee’s name.
• Email. The employee’s e-mail.
• Phone. The employee’s phone number.
• Photo. The employee’s profile picture.
• Job. This linked field to the Job roles table shows the job role of the employee.
• Department. This lookup field to the Departments table shows the department of the employee.
• OOO reviewer. This linked field to the Employees table shows the employee that is responsible for reviewing the OOO request.
• OOO requests. This linked field to the OOO Requests table shows an overview of all OOO requests the employee has made. Both the ones that are approved, rejected or still undecided.
• Open OOO requests. This formula field returns true if the employee has OOO requests that have not been decided yet.
• OOO days requested. This rollup field sums up the total number of OOO days that have been requested. This included both requests that have been approved, rejected or still undecided.
• 00O days approved. This formula field calculates the number of OOO days that are approved. This contains both the leave days as OOO days for other reasons than personal or vacation.
• Leave days / year. The number of leave days (personal days or vacation days) an employee can take in a single year.
• Leave days taken. This formula field calculates the amount of leave days that are already approved.
• Leave days balance. This formula field calculates the number of remaining leave days.
• Leave days taken %. This formula field calculates the percentage of leave days that already have been approved.

Views

• All employees. Displays all employees in chronological order of their Name.
• Employees with open OOO requests. Displays the employees that have OOO requests that have not been decided yet.
• Employees without OOO requests. Displays the employees that have not made any OOO request.
• Employees without leave days taken. Displays the employees that have not taken a single leave days.
• Employees without leave days taken > 50%. Displays that employees that have taken more than 50% of their leave days.

Job roles

This table contains information about the job roles that are present in the organization and their average number of OOO days.

Fields

• Name. The job role’s name.
• Description. The job role’s description.
• Department. This linked field to the Departments table links one department to the job role.
• Employees. This linked field to the Employees table shows an overview of all employees with this job role.
• Average number of OOO days approved. This rollup field calculates the average number of OOO days that were approved for this job role.

Views

• All job roles. Displays all job roles in chronological order of their Name.

Departments

This table contains information about the departments that are present in the organization and their average number of OOO days.

Fields

• Name. The department’s name.
• Description. The department’s description.
• Job roles. This linked field to the Job roles table shows an overview of all the available job roles in the department.
• Average number of OOO days approved. This rollup field calculates the average number of OOO days that were approved for this department.

Views

• All departments. Displays all departments in chronological order of their Name.

OOO Requests

This table contains all the information about OOO requests made by an employee and the processing by the reviewer. Crucial in this table is the field Days that holds all the dates for the OOO request. This allows to calculate the exact number of OOO days that are workdays and to show the absent employees in the OOO Calendar table.

Fields

• Name. This formula field concatenates the Number of Days field with the Reason field.
• Employee. This linked field to the Employees table holds the employee that made the request.
• Employee (text). This is a hidden field used by the application builder or group by functionality.
• OOO balance. This lookup field shows the amount of leave days the employee still has.
• Submission date. This created on field shows the date and time the record was created.
• From - input. The start date of the OOO leave. This date is inputed manually.
• Until - input. The end date of the OOO leave. This date in inputed manually.
• Days. This linked field to the OOO Calendar table shows an overview of all dates that are added to the OOO request.
• From. This rollup field calculates the start date of the OOO based on the earliest date in the Days field.
• Until. This rollup field calculates the end date of the OOO based on the latest date in the Days field.
• Number of days. This formula field calculates the number of days in the OOO request that are marked as workdays.
• Reason. This linked field to the OOO Categories table holds the reason for the OOO request.
• Affects balance. This formula field checks if the Reason affects the number of leave days for the employee or not.
• Request comments. A motivation for the OOO request.
• Status. This single select field holds the status of the OOO request. This is originally set to Submitted and evaluated by the Reviewer to Approved or Rejected.
• Review date. This last modified field shows the date and time the record was last modified.
• Reviewer. This lookup field to the Employee table shows the employee that must review the request.
• Review comments. A motivation added by the Reviewer.
• Reason name. This is a hidden field used by the application builder or group by functionality.

Views

• All OOO Requests. Displays all OOO requests in chronological order of their Submission date.
• OOO requests for leave days. Displays the OOO requests with a category that affects the number of leave days.
• OOO requests for other reasons. Displays the OOO requests with a category that does not affect the number of leave days.
• OOO requests by employee. All OOO requests grouped by the employee that made the request.
• OOO requests by category. All OOO requests grouped by the reason of the request.
• OOO requests by status. All OOO requests in a Kanban stacked by their Status.
• New OOO Request. This form allows an employee to create a new request. It is recommended to add a query string that prefills the Status to set it automatically to Submitted. Take the following steps to generate a prefilled form:
  • Click the Share form button on top.
  • Select Create a private shareable link to the form.
  • Copy the generated URL. It looks like https://baserow.io/forms/xxx…
  • Add the following after the URL: ?prefill_Status=Approved&hide_Status

OOO Categories

This table contains the information about the different kinds of OOO. This table can be used for data analytics based on the type of OOO request.

Fields

• Name. The category’s name.
• Description. The category’s description.
• OOO requests. This linked field to the OOO Requests table shows an overview of all OOO request that have been made for this category.
• Is leave day. This boolean field indicates if the category affects the number of leave days for the employee or not.
• Number of requested days. This rollup field sums up the total amount of days that have been approved for this category.
• Number of approved days. This formula field calculated the number of days for the category in the OOO Requests table that have the status of Approved.
• Approval ratio %. This formula field calculates the percentage of OOO requests that were approved for this category.

Views

• All OOO categories. Displays all categories in chronological order of their Name.
• Leave day categories. Displays the categories that are marked as leave days.
• OOO categories with approval rate > 50%. Displays the categories that have an approval ratio higher than 50%.
• OOO categories with approval rate > 50%. Displays the categories that have an approval ratio lower than 50%.

OOO Calendar

This table contains a record for every day over a certain amount of time. For example: a year, a quarter or a month. It indicates for each day if it is a working day or not to calculate the exact amount of OOO days in related tables.

Fields

• Date. The calendar’s date.
• Day. The day of the week associated with the Date.
• Type. This single select field indicates if the day is a weekday, weekend or public holiday.
• Workday. This formula field returns true if the day is a workday.
• OOO requests. This linked field to the OOO Requests table shows an overview of all the OOO requests that include this day.
• Absent employees. This formula shows the employees that will be absent on this day. Those are the employees who have an approved OOO request for this day.
• Absent count. This formula field calculates the number of employees that will be absent on this day. Those are the employees who have an approved OOO request for this day.

Views

• All days of the year. Displays all days of the period (for example: one year) in chronological order of their Date.
• All work days of the year. Displays all the workdays of the period.
• All work days with OOO requests. Displays all the workdays that have have one or more OOO requests. The requests must not be approved to appear here.
• All work days with absent employees. Displays all workdays that have one or more approved OOO requests and therefore absent employees.
• All work days with multiple absent employees. Displays all workday that have more than one approved OOO request and therefore more tan one absent employee.