Table of Contents
Introduction
The Heat Map helps you plan time off more thoughtfully. By seeing when your teammates are away, you can avoid overlapping leave and help keep things running smoothly. Your colleagues will appreciate not being left short-handed, with no way to share the workload. 😉
You can access the Heat Map view from the Out of Office widget in the Employee Portal, by clicking on the last blue button on the far right.
Navigating the Map
Filters
Once you click on the Heat Map button, a visual representation of all the booked leave for the whole year shows. You can filter the view by the following options situated on top of the year-round calendar or on the left checkbox list:
Checkbox List
Checkbox List
In the Checkbox List you can individually untick whomever you do not need to be included in the Heat Map view. You can also click on the Check All, Uncheck All and Invert buttons on the bottom of the list.
When selecting a date from the calendar, the names of people on leave on that day will be highlighted in light blue in the list (as in the image below). The time above the names changes depending on the leave being taken.
For instance, in the image below, Sheldon is out on leave on the 9th of July from 08:00 till 17:00.
On another day, Lita is on leave from 8:00 till 10:00 instead (partially highlighted in blue)
Search field
Search field
The Search field on the upper left side, as it allows you to look for a specific person or group of people to be included (ticking the boxes) or excluded (unticking the boxes) in the view.
Here is a full list of the criteria you can search for in the Search field:
Leave Type Code
Employee Code
Name, Surname, Middle Name, Full Name
Department Code and Description
Section Code and Description
Unit Code and Description
Occupation Code and Description
EmploymentType Code and Description
CostCentre Code and Description
Grade Code and Description
The Year drop-down
The Year drop-down
The Year drop-down menu allows you to show the leave status on the map according to the selected year.
All and My Team radio buttons
All and My Team radio buttons
Once you select one of the options, the left side bar will show the names of the employees accordingly. This result will also be reflected on the map itself.
Include Sick, Include Pending, Include Terminated Employees, Include Myself, Working Remotely checkboxes
Include Sick, Include Pending, Include Terminated Employees, Include Myself, Working Remotely checkboxes
If you need to have a more comprehensive overview of the yearly leave status on the map, you can make use of the following checkbox filters to include specific scenarios such as:
Sick Leave
Pending requests
Leaves related to terminated employees
Your own leaves to be included or excluded
Days where people are working remotely
The 'Heating System'
The Heat Map is colour-coded in order to show you the most and least critical days when people are on leave.
💚 The green dates are days when few people are on leave.
🔴 The red dates are dates when a lot of people are on leave.
⬜ A white date indicates that there are no people on leave that day.
The vertical Thermometer on the far right allows you to:
Choose what number of people on leave on the same day is to be considered hot, and therefore will be displayed in red in the map, by simply dragging the black arrow-shaped indicator.
Note: By doing so, the dates' colour shades will adjust accordingly.
See the count of people on leave shown in a black pop-up marker on the Thermometer by hovering over a desired date.
The thermometer's range will always be from 0 to the maximum number of employees available on the list to the left.
If the slider is set to 3, then red boxes will indicate that there are 3 employees on leave on a particular day, orange boxes will indicate 2, and green will indicate 1.
If the slider is set to 6, then red boxes will indicate that there are 6 employees on leave on a particular day, orange boxes will indicate 3, and green will indicate 1.
And so on.
Related Article
Searching for Leave and Out of Office Records