Time Off Request Process – Office Staff

This process applies to all office staff. The steps differ slightly depending on whether you are a contractor or an employee. Please follow the correct section below.

The Coverage Coordination Form and PTO Calendar are used for operational planning and visibility. Official approval and tracking still happen in Hubstaff (contractors) or Gusto (employees).

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For Remote Contractors

All remote contractors must complete all steps below for any planned time off:

1️⃣ Submit Time Off in Hubstaff

• Enter your time off request in Hubstaff for the correct dates.

• This is required for tracking availability.

2️⃣ Submit the Coverage Coordination Form

• Complete the PTO / Coverage Coordination Form so coverage can be planned:
  👉 https://bahousecleaning.com/office-knowledge-base-2/time-off-request-form/?keywords=office+time+off

3️⃣ Add Your Time Off to the Team PTO Calendar (Pending)

• Add your dates to the Team PTO Calendar as:
  👉 https://calendar.google.com/calendar/u/0?cid=Y2YxYjkwMTYxMTc3NDJiNzA1NDYzZDNhMzE3MjM0ZTViOTlmNzA4NThkMmZlZjQ0ODg3MTM3NThmYTFhNjhkNUBncm91cC5jYWxlbmRhci5nb29nbGUuY29t

• Title format:

   

  ⏳ PENDING PTO – Your Name

• Set the event color to Yellow

• PTO is not approved at this stage

4️⃣ Approval & Final Update (Management Step)

• Management will review your request

• If approved, the calendar entry will be updated to:

   

  ✅ APPROVED PTO – Your Name

• Event color will be changed to Green

Important:
Time off is not considered approved until:

• It is submitted in Hubstaff

• The Coverage Coordination Form is completed

• Management has approved the request

• The calendar entry is marked Approved (Green)

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For Office Employees (Non-Contractors)

All office employees must complete all steps below for any planned time off:

1️⃣ Submit PTO in Gusto

• Enter your PTO request in Gusto for the correct dates.

• This is the official system of record for employee PTO and payroll.

2️⃣ Submit the Coverage Coordination Form

• Complete the PTO / Coverage Coordination Form so coverage can be planned:
  👉 https://bahousecleaning.com/office-knowledge-base-2/time-off-request-form/?keywords=office+time+off

3️⃣ Add Your Time Off to the Team PTO Calendar (Pending)

• Add your dates to the Team PTO Calendar as:
  👉 https://calendar.google.com/calendar/u/0?cid=Y2YxYjkwMTYxMTc3NDJiNzA1NDYzZDNhMzE3MjM0ZTViOTlmNzA4NThkMmZlZjQ0ODg3MTM3NThmYTFhNjhkNUBncm91cC5jYWxlbmRhci5nb29nbGUuY29t

• Title format:

   

  ⏳ PENDING PTO – Your Name

• Set the event color to Yellow

• PTO is not approved at this stage

4️⃣ Approval & Final Update (Management Step)

• Management will review your request

• If approved, the calendar entry will be updated to: