This article explains how company admins and managers can utilize the tools within the Time Off by Deel Slack app to seamlessly navigate out of office issues for their entire company.
Employees, managers and groups can request, approve, and prepare for Time Off without ever leaving Slack.
Admins and managers have additional responsibilities and access beyond the basic user functions seen here.
For a general user guide to the Deel PTO plugin, please see: How To Request And View Time Off With Deel PTO Plugin
In this article:
Authorizing And Managing Users
Authorizing & Managing Users
User management for any Deel Plugin is handled directly in the admin portal: app.tryroots.io/users.
Please go there after installing the Deel PTO plugin and you will find user information populating directly from Slack.
There are several different methods for authorizing users:
- Manually via a CSV
- Clicking into profiles
- Automatically via a system integration.
Some details such as the manager's name or location are optional but may be necessary for certain features to work. For example, a manager must be listed if you wish to require manager approval for out-of-office (OOO) requests.
New authorized users receive welcome messages directly in Slack introducing them to the plugin.
Approving Requests
If you are a manager and a direct report submits an OOO request, the request will appear in your Slack feed. You must select Approve or Deny.
You will see:
- The length of the OOO request
- How many days off the user has taken so far this year
- What other co-workers will OOO around the same time
Because it is critical that you respond to OOO requests in a timely manner, you’ll receive a reminder about this request each day that it is pending.
Reporting
The Deel PTO plugin allows admins to pull OOO reports for the entire company.
Admins can:
✅ Step 1 – In Slack, select Apps in the left sidebar, then select Time Off by Deel and open the Home tab.
✅ Step 2 – Select Admin Tools, then select Reporting.
✅ Step 3 – Click Generate Report, fill in the fields, and click Submit.
A CSV will be sent to the app’s Messages tab, which you can download and view.
The Deel PTO plugin allows managers to pull OOO reports for your direct reports and anyone below in your reporting tree.
Managers can:
✅ Step 1 – In Slack, select Apps in the left sidebar, then select Time Off by Deel and open the Home tab.
✅ Step 2 – Select User Tools, then select Reporting.
✅ Step 3 – Click Generate Report, fill in the fields, and click Submit.
A CSV will be sent to you in the Messages tab which you can download and view.
Override
Admins can override and add, modify, or remove an OOO event for any individual in the organization.
✅ Step 1 – In Deel, expand Apps & Automation in the left sidebar and select Slack & Teams Plugin. Keep the Plugin for Slack tab selected. If Connect Slack appears, complete the Slack authorization flow. If authentication is invalid, select Reconnect Slack and complete authorization.
✅ Step 2 – In Slack, select Apps in the left sidebar, select Time Off by Deel, open the Home tab, then select Admin Tools and Override.
✅ Step 3 – Select the user you want to apply an override for and make the required changes.
OOO Types
You can customize the options for out of office (OOO) types that employees can select from.
✅ Step 1 – In Deel, expand Apps & Automation in the left sidebar and select Slack & Teams Plugin. Keep the Plugin for Slack tab selected. If Connect Slack appears, complete Slack authorization for the correct workspace.
✅ Step 2 – In Slack, select Apps in the left sidebar, select Time Off by Deel, open the Home tab, then select Admin Tools and OOO types. Select or edit your organization's OOO types.
Holidays
You can easily create company holidays
✅ Step 1 – In Deel, expand Apps & Automation in the left sidebar and select Slack & Teams Plugin. Keep the Plugin for Slack tab selected. If Connect Slack is displayed, complete the Slack workspace authorization flow.
✅ Step 2 – In Slack, select Apps in the left sidebar, select Time Off by Deel, open the Home tab, then select Admin Tools and Holidays. Create or manage your organization's holidays.
Please note that the functional purpose of a holiday is to ensure that OOO time booked over that date does not count toward time off totals.
If you want to configure holidays based on a user’s location in app.tryroots.io/users, you must reach out to customer support .
We also have alternative setups such as self-reporting holidays for users, which may be more suitable for highly distributed organizations.
Hourly Submission
Client Admins can configure the plugin settings to allow hour-based submissions from workers for paid time off.
Admins can open Slack > Apps in the left sidebar > Time Off by Deel > Home tab > Admin Tools > General > Hours.
Please note that this setting will affect all time off types.
Company Calendars
Our calendar integrations with Google and Outlook allow users to manage who is invited to their calendar events created for each OOO.
Admins can mandate specific group or company calendars at an account level, so that any events created also show up on those groups calendars.
In Deel, expand Apps & Automation in the left sidebar and select Slack & Teams Plugin. Keep the Plugin for Slack tab selected. If Connect Slack appears, complete authorization; if authentication is invalid, select Reconnect Slack and complete authorization. In Slack, select Apps > Time Off by Deel > Home > Admin Tools > Calendar, and you can add a company-wide calendar.
Admins can also see how many employees have synched their calendars, and schedule a reminder.
For company managers, when an OOO is approved for a direct report, a corresponding calendar event will be automatically created for that person.
Managers may be listed as an automatic invitee on that event.
If you are a manager and do not wish to be added to these calendar events, ask your direct reports to use the app's Settings, select Calendar Sync, and click No next to the manager.
Work Schedules
Certain users may work non-standard schedules that you want to account for when reporting time off.
In Deel, expand Apps & Automation in the left sidebar and select Slack & Teams Plugin. Open the Plugin for Slack tab if it is not already selected. If Connect Slack appears, complete the Slack workspace authorization flow.
In Slack, select Apps in the left sidebar, select Time Off by Deel, open the Home tab, then select Admin Tools > Work schedules > Add new work schedule.
When a user takes a day off, it will count as 8 hours if it is their customized 'working day' and 0 hours on a non-working day.
Task Delegation
If one of your direct reports is OOO, the worker will have the option to delegate tasks to other co-workers before they leave.
If they don't delegate assignments, then the manager will be listed as an emergency point of contact covering “All urgent matters” when someone tries to reach them.
OOO Digest
All users can see who is OOO at the organization at any time using the Who’s Out area in Time Off by Deel.
Users can choose to see active absences for the entire company, a specific channel or usergroup, or a specific set of co-workers.
Admins can also trigger an announcement of this information regularly: daily or weekly.
To set up a regular announcement of who is OOO to a specific Slack channel:
✅ Step 1 – In Deel, expand Apps & Automation in the left sidebar and select Slack & Teams Plugin. Keep the Plugin for Slack tab selected. If Connect Slack appears, complete the Slack authorization prompts.
✅ Step 2 – In Slack, select Apps in the left sidebar, select Time Off by Deel, open the Home tab, then select Admin Tools and OOO digest.
✅ Step 3 – Customize the notifications
- You can choose what OOO types to include; how far in advance to send the announcement and to which channels; what time; timezone; and more.
✅ Step 4 – Click Turn On in the bottom right corner