Employee Access Manual
Is there a help manual for employee access users?
Purpose: Depending on the customized settings your company has selected, you can view your information, and in some cases, edit information based on the access granted by your administrator. Additionally, you will have access to your time off history, and you can request time off within the system.
This manual will guide you through the BambooHR experience. If you have any further questions, please reach out to your manager or HR administrator.
Table of Contents
- How do I set up my account?
- Which BambooHR tabs are available to access?
- How do I update my information?
- How do I request time off, and what does the approval process look like?
- How do I cancel or update a time off request?
- How do I view my time off balances?
- Can I calculate my future time off balances?
- Where can I view the Who's Out calendar?
When you have access to BambooHR, you will receive an email notification. Click Choose Your Password to create a password.
On the next screen, set up a password you would like to use and confirm it in the second box. Click Reset Password to save your password and automatically log in to BambooHR.
For future logins, use your email address and your newly created password to log in to your BambooHR account.
If you are having trouble, check out our tips for logging in. If that does not solve the issue for you, please contact your HR administrator.
If you have forgotten your password, please go to your BambooHR URL and click Forgot Password?
Enter your email address
Enter your work email address and click Send Email. We will send an email to your email address with a password recovery link. Please note that this link will only be valid for 24 hours after we send the email.
Reset your password
In the email, click Reset Your Password for the password reset link.
Create a new password
The link will redirect you to a new page where you can choose a new password. Type your new password in the first box and then type it once more in the second box to confirm. Click Reset Password to save your new password.
You can now log in to your account by using your email address and new password.
As an employee access user, you will have access to the Home, My Info, People, and Files tabs. Employees can view their personal information only for themselves in BambooHR.
Home shows company-wide and personal information widgets (information that relates only to the employee). The available company-wide widgets are Welcome to Company, Celebrations, Company Links, and Who's Out. Personal widgets include Goals/Training/Benefits and What’s Happening. The administrator of your BambooHR account determines which widgets to display on Home.
BambooHR allows you to view, and in some cases, edit your detailed information. The administrator for your account determines your access to fields and editing capabilities. To view your details, click My Info when logged into BambooHR.
The People tab has two viewing options: Company Directory and Org Chart. The Company Directory shows contact information for all employees in the company. Click on your name in the directory to go to your My Info tab. The Org Chart shows the reporting structure of your company. Your administrator needs to enable viewing options for both to be accessible to all employees.
The Files tab shows any company files shared with you. Your administrator will need to share at least one file with you to have the Files tab displayed.
When a field is available for you to update, you can click on the field to enter new information or select a new option from a dropdown list. After updating the information in a field, click Save.
Immediately saving an information change is dependent on the type of access you have, or the change will go through the approval process. Read below to learn about each change type.
Update information without approval
Depending on the individual field settings in an employee access level, you may have the option to update field information without needing approval for a change to go into effect.
To make a change in a field that does not require approval, click on the field to enter new information and then click Save Changes. The change goes into effect immediately and overwrites old information. No users will get an email notification because this particular access does not require approval. Without approval requirements, the system automatically updates and saves the new information.
Update information with approval
Depending on the individual field settings in an employee access level, you may have the option to update field information with approval requirements before having a change go into effect.
To make a change in a field that requires approval, click on the field to enter new information and then click Save Changes. Once you save your change and submit your request, the approver(s) will receive an email notification. After the approval of your request, you will receive an email notification and see the change on your employee profile.
If a field has a pending change, you will see the pencil icon and cannot make further changes until an approver takes action on your current request. If you would like to cancel the request, you will need to go to the Sent section in your BambooHR inbox to add a comment or cancel it.
Each time you click Save on a tab, it will submit an individual request. If you changed the city and clicked Save and then changed the country and clicked Save, two separate requests would be generated (one for each field change). If you need to make multiple changes on one tab, it is best to make all field changes at once and then click Save. In this way, you include each field change in a single change request.
Email notification of an information update request
When you make a change in a field that requires approval, the approver(s) will receive an email notification about your request that needs their review. The email notification will include the name of the field you updated. For security reasons, the new data in the field always shows as redacted in the email notification. The approver(s) can click View Request to see the entire update request.
View sent requests in your inbox
You can view your sent requests by going to your inbox in the top right corner of the page when you log in to BambooHR. Click Sent to see all sent requests, including information updates and time off requests. You can change the item status in the top right corner to view all types of requests: Approved, Completed, Denied, Pending, Canceled, and Signed.
Details of an information update request
Click on a request to view its specific details. New information will show on the left, and older information will display on the right. If it is newer information, it will show as “added.” If the request is still pending, you will see an option to cancel it in the top right corner.
You can add a comment about the request in the comment box. To do this, click on the box and type your comment and then click Post. The approver(s) will get a notification of any comments made on the request. All comments will be saved with the request after it is approved, denied, or canceled. Additionally, you can attach a file to the request by clicking on the paper clip icon in the comment box. If you attach a file to the request, it will be automatically uploaded to your Workflow Attachments folder on the Documents tab.
Email notification of an approved or a denied request
Upon the approval or denial of your request, you will receive an email notification. If a user commented at the time of the approval or denial, the comment appears in the email notification. Click View Request to see the request details in the Inbox.
This section will show you how to request time off and what will happen during the approval process after you submit your request.
Submit a time off request
BambooHR allows you to request time off from Home. To do so, click Request Time Off in the Time Off widget.
Fill out the required information regarding the date(s), the amount of requested time off, and the associated time off category. Clicking Send Request will submit the request. You can add a note to describe why you are requesting time off, and we encourage you to use the Note field with each request.
When you click Send Request, you are submitting the request, and the appropriate approver(s) will review it. After the approval of a request, you can view it via the Time Off tab (located under My Info) and review it in the Upcoming Time Off table. Or, you can select the appropriate time off category in the history table and then click Requests.
The administrator for your BambooHR account determines your access to Time Off.
Negative time off balance
A warning will appear when you request time off that will result in a negative balance. This warning lets you know your available balance on the requested date and the negative balance if you continue with the request. You can choose to continue or cancel the request submission.
Email notification of a time off request
After you submit a time off request, you will see a confirmation message in BambooHR. The email notification of the time off request will go through the approval process. If there are multiple approvers in an approval workflow for your company, they need to approve the request before it can become an officially approved request in BambooHR.
Once you submit a time off request, an approver can click Review this request in BambooHR in their email notification to go directly to the pending time off request. They can approve or deny the request through the email notification. Additionally, the approver can go to their inbox in the top right corner of the screen when logged in to BambooHR to take action on the request.
When an approver approves or denies a request, you will receive an email notification that notifies you of their decision.
Email notification of an approved request
Email notification of a denied request
The approver can add a comment providing the reason of the denied request. Any comments added to a request will be included in the email notifications for approved or denied time off requests.
For an approved request, the requested amount will show as scheduled under the available balance for the request's time off type. However, the Earned/Used history for a specific time off category will not reflect the change until you have taken time off.
To see a detailed reflection of time off requests that have not yet occurred, click Requests in the History table on your Time Off tab.
You can cancel or edit a time off request if it is pending or if the date for the request is still in the future. You cannot cancel denied requests or requests for time frames that have already passed.
Cancel or update a time off request
Click on a time off balance in the Time Off widget on Home. Another option is to click on the My Info tab and navigate to the Time Off tab.
Select the desired time off category in the top left corner of the History table and then select Requests to show requests. Click on the status link for a request you would like to update.
If you would like to view requests within another year, change 2019 to a specific year in the top left corner of the table.
The pop-up box will show details of the request. Cancel the request or make a change and save it. If you make a change in the time off request, it will go through the approval process again.
You can review your current time off balances in the My Info widget on Home. The My Info widget gives a general overview of the current balance for each time off category, and it will show if there are any scheduled days or hours. To view in-depth details of a time off balance, click on a specific balance.
History of time off requests
At the top of the Time Off tab, a section shows each of the time off categories with associated balances. The available balance is the net amount of your available time off, including any future approved time off requests that have not yet occurred, which show as scheduled.
The History table gives you the option to select a time off category and show the Earned/Used or Request history for the selected category. Earned/Used history shows past time off requests, accruals, or balance adjustments. The Request history shows all requests under a specific time off category, which includes approved, denied, and canceled requests.
The Upcoming Time Off table shows upcoming approved time off and company holidays.
Navigate to your Time Off tab and click Calculate Balance (appears when hovering over a time off category).
Select a time off category and enter a date in the future to see what the balance will be as of that date. The Accrual Details section will show any future approved time off requests and any accruals that will happen before the future date.
When logged in to BambooHR, go to the Who’s Out widget on Home. In this widget, you can do the following:
- Filter this information by My Circle (your peers, manager, and direct reports), Department, Employment Status, Job Title, and Location.
- Expand the widget to view more days and who will be out during these days. When an employee is going to be out for more than one day, the expanded widget will show the date when they will be out until.
- View the profile picture and name of the employee who will be out on the applicable date. For company holidays, you will see the title of the company holiday next to the date.
- Click Full Calendar to see the Who's Out information in a calendar view. Additionally, a link to the iCal feed is available within the full calendar. Keep in mind that your administrator determines iCal feed access.
Who’s Out calendar
- Change the view of the calendar to show a week, two weeks, or the full month.
- Scroll through the following months to see upcoming approved time off requests and company holidays.
- Filtering options allow you to filter the calendar to show employees by Department, Location, Division, Job Title, Employment Status, or My Circle (peers, direct reports, and your manager). If you do not set a filter, the calendar will show all employees.
- Select what you would like to show on the calendar: Holidays, Birthdays, Anniversaries, and Weekends. If your company uses the iCal feed feature, you can set up an iCalendar feed with your Google, Mac, or Outlook calendar. In this way, selected events will show up in your calendar program instead of having to log in to BambooHR to view them.
Did you know BambooHR has a mobile app? Be sure to download it so you can get quick access to request time off, view the Who's Out calendar, and the Company Directory!