Out of Office

What is "Out of Office"?

↳ How does out of office impact competitions?

↳ How does out of office impact scorecards?

How do I mark users as being "Out of Office"?

How do I edit or delete out of office records?

Can I export a list of users who have been marked out of office?

What do I need to know about out of office?

Out of Office Overview

"Out of Office" allows for group-based competitions and scorecards, if prorating is also enabled, to take into account when a user is not contributing activity due to being out of office so that group scores are not negatively impacted by a missing member.

Currently out of office only impacts competitions and scorecards. Areas like leaderboards and analytics will still feature and display users who contribute data while they are marked out of office.

There is not a way to programmatically mark users out of office at this time.

Out of Office's Impact on Competitions

Group-Based Competitions

You are able to mark users out of office during both challenges and fantasy competitions to prevent users who aren't contributing activity from negatively impacting group-based competitions score on daily, average metrics.

Marking a user out of office will prevent their activity, if any, from counting toward the group's score. If a user is marked out of office, just like any game or sport, you can't score points if you aren't present playing in the game. Marking a user out of office for reasons other than a true absence will invariably undermine integrity of not only a competition but Ambition as a platform.

User vs User Competitions

Marking a user out of office while they are participating in a "User vs User" competition will have no impact as the "out of office" user will still have a score of 0 if no score contributions are made.

Marking a user out of office is advised for user vs user competitions to help organizations put users on PTO, sick days, etc at ease that working on an off day is not required or expected.

ex. Joe and Sally are schedule to compete in a "Call Challenge" on Monday.

Sally is out on Monday for PTO.

Regardless of whether Sally is marked out of office on Monday, if Sally makes 0 calls on Monday, Sally's score in the call challenge will be a 0. Competition scores are not prorated on an individual level to accommodate a user being marked out of office.

In the case of a "User vs User" competition, being out of office is similar to forfeiting the competition. No Ambition Phantom will be used in the place of users who are out of office.

Out of Office's Impact on Scorecards

If prorating is enabled and a user is marked out of office, metrics that make up daily Activity Scores will automatically have their targets set to 0, and the user who is marked out of office will not negatively impact any group roll up scores. In the case of daily Activity Scores with proration enabled, scorecard targets for Saturday and Sunday will automatically be prorated (daily targets for Saturday and Sunday will be set to 0 and any metric contribution towards those daily Activity Scores is ignored) even if a user is not marked out of office.

For weekly, monthly, and quarterly score time frames, prorating can be enabled per metric as appropriate.

Ex. If a user is marked out of office 5 days during the month, their Monthly Objective Score "Revenue" target may need to stay the same while it's appropriate for their "Meetings Set" goal to be prorated based on the amount of working days they were out of office.

Learn more about prorating scorecard targets here.

Mark Users Out of Office

1. Open the left navigation and click Administration > People > Out of Office.

Don't see the Out of Office tab? The feature can be enabled by any user with system admin permissions. Enable Feature: Open the left navigation and click Administration > Features. Locate the Out of Office feature, and toggle "On". Click the Update Features button to save.

Out of Office can also be accessed through the left navigation Competitions > Benching.

2. Click Mark Out of Office.

3. Search for and select the employee(s) that need to be marked out of office.

Set the First Day and Last Day the user will be out of office.

If a user is only out of office one day, the first and last day will be the same date.

A user cannot be marked out of office for half a day.

Out of office records can be added for future dates and well as historical dates.

Note: If any competitions the user's team is competing in have ended before the user's out of office record is added, the competition scoring will be locked. Marking the user out of office will have no longer impact competition scoring.

4. Click Mark Out of Office to set the respective employee's time out of office.

You can mark up to 10 users out of office at a time.

Edit or Delete Out of Office Record

If a user was marked out of office in error or the reason they were out of office is no longer applicable (vacation cancelled, etc), the respective out of office record can be edited/deleted.

1. Open the left navigation and click Administration > People > Out of Office.

2. Locate the out of office record that needs to be edited or deleted through scrolling or filtering.

Click the filters icon to filter by employee, manager, added by, scorecard, and/or time frame.

3. Click Details on the respective record to be edited or deleted.

4. Make the respective updates or deletion.

Edit Out of Office Record

5. Update the First Day, Last Day, or both.

6. Click Update.

Delete Out of Office Record

Deleted out of office records will no longer be accessible within Ambition and are not included on the out of office CSV download.

5. Click Delete.

Download CSV of Out of Office Records

1. Open the left navigation and click Administration > People > Out of Office.

2. Users who have been marked out of office can be viewed and filtered for in the out of office records view.

3. Click Download CSV.

4. Columns on the out of office CSV include: Employee Name, Start Date, and End Date.

Start Date and End Date will be based on the First and Last Day selected when marking the user out of office.

Out of Office FAQ

Who can mark a user out of office?

System admin are able to manage out of office for all users. Default manager permissions allow for managing out of office for subordinate users (users they manage). Any user can be given the "Users: Manage Out of Office - Can Manage Out of Office for All Users" individual permissions or out of office permissions can be added to a custom permission set.

Does marking a user out of office automatically excuse their coaching check-ins or stop workflows for them?

No, currently marking a user out of office only has the ability to impact competitions and scorecards.

A user's score won't be factored into competitions if "Allow Out of Office" was selected upon competition creation.

If prorating is also enabled, scorecard targets can be prorated to account for days out of office.

Learn more about prorating here.

Can I programmatically mark users as out of office?

Not at this time. Users have to be manually marked out of office within Ambition.