How to Add and Manage Employee PTO (Paid Time Off)
Employees can request PTO directly from the Beam Mobile App. Alternatively, the Manager can assign PTO manually via the Beam Web App.
From the Beam Mobile App
1. The employee goes to the Calendar tab and clicks on the PTO section.
2. They select the PTO days they wish to request (they can be continuous or non-continuous).
3. The selected days are displayed in gray on the calendar.
4. They click “Request” to submit the PTO request.
✅ Manager’s Role:
• The Primary Manager receives the request in both the Beam Mobile App and the Beam Web App.
• The Manager can either approve or deny the request.
• In both cases, the employee receives a confirmation.
• If approved, the PTO days are deducted from the employee’s available balance and reflected in the PTO calendar.
? Note:
By default, PTO requests are assigned to the current fiscal year.
• If an exception is needed (e.g., assigning days to the previous or next year), only the Manager can make this adjustment via the Web App.
From the Beam Web App (Manager Only)
Manually Adding PTO
1. In the PTO tab, within the PTO calendar view, select one or more days by clicking and holding with the mouse.
2. Release the click to open the PTO creation window.
3. Alternative method: Click the “Add PTO” button in the top-right corner.
• In this case, the window opens without pre-selected days.
4. Select the employee from the dropdown menu.
5. Confirm or adjust the selected PTO days.
At the bottom right, you’ll see a summary:
• Number of selected PTO days
• Number of remaining PTO days for this employee
• Number of remaining days after this assignment
Assigning PTO to Fiscal Years
• By default, PTO days are assigned to the current fiscal year.
• The Manager can assign PTO to the previous year (if there are unused days) or the next year.
Viewing and Editing Assigned PTO
• Approved PTO days appear in the monthly PTO calendar.
• To see an employee’s PTO details, click on the assigned period:
• A window will open showing the number of days, dates, and fiscal year.
• The Manager can delete the PTO period by clicking the “Delete PTO” button (red button).
PTO Summary and Annual Calendar View
“Summary” Tab: Detailed PTO Reports
• Reports on PTO days per employee and fiscal year.
• Details per contract (calculated proportionally to the start date of the contract).
• Overview of approved, pending, and remaining PTO days.
Annual Team PTO Calendar View
• Accessible from the PTO tab in the left sidebar.
• In the monthly view, click “Annual View” (button in the top-right corner).
• Displays an annual calendar by days and months with horizontal scrolling.
• Shows approved, pending PTO days, and public holidays for the entire team.
✅ This view provides a consolidated, annual overview of PTO planning, helping managers anticipate staffing coverage in stores or restaurants during peak and low-traffic periods.