Manager’s Time-Off Workflow

When a team member requests time off, managers need to review the request, assess schedule impact, and arrange coverage.

Reviewing Requests

  1. You’ll receive a notification when someone requests time off
  2. Navigate to Time Off in the sidebar
  3. Open the pending request
  4. Review the dates and schedule impact

Schedule Impact View

BFF shows you exactly what’s affected:

  • Time blocks during the requested period
  • Tasks that will be uncovered
  • Workflows that may be impacted
  • Total hours of coverage needed

Using the AI Coverage Ranker

BFF’s AI automatically ranks potential coverage candidates for each affected task:

  1. Review the ranked candidate list
  2. Each candidate shows:
    • Ranking score — overall suitability
    • Training completion — have they completed the relevant training?
    • Availability — do they have open slots during the period?
    • Task familiarity — have they done this task before?
  3. Select the best candidate for each task

Assigning Coverage

Coverage can be assigned at two levels of granularity:

Task-Level Coverage

Assign a specific person to cover a specific task. The coverage person takes over all time blocks for that task.

Shift-Level Coverage

Assign different people to cover different time blocks. For example:

  • Ana covers “Email Triage” on Monday and Tuesday
  • David covers “Email Triage” on Wednesday through Friday

Approving or Denying

After arranging coverage:

  1. Click “Approve” — the time-off is granted and coverage assignments are activated
  2. Or click “Deny” with an optional reason

Tip: AI agents can also provide coverage. If a task has structured Work Instructions, an AI agent can fill the gap — especially useful for overnight or weekend coverage.