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Eye care · operations

PTO and payroll system

Runs every pay period

Staff request time off from a phone, the manager approves in one tap, and payroll prep builds itself every pay period.

60 to 100 hrs/yr

of admin time returned, and the paper process gone

Slip handling, calendar checks and payroll prep.

A time off request sent from a phone, approved from the manager's email
Asked on a phone, approved from an email.

How it works

  1. Request on a phone

    Staff request time off on one form from any phone, picking dates and a type, partial days included. The green paper slip is gone.

    Request on a phone

  2. One-tap approval

    The manager approves or denies with one tap from an email, in the office or anywhere else, with the request's details right there.

    A time off request sent from a phone, approved from the manager's email

  3. Calendar updates itself

    Approved time off counts weekdays only, follows the clinic's rounding rule, and lands on the attendance sheet and the shared calendar by itself.

  4. Payroll report builds

    Every pay period, a payroll report builds itself in a dated folder for the bookkeeper. No one prepares it from paper.

What I built

One form, any phone

Staff pick their dates and a type on one Google Form from any phone, partial days included. The request goes straight to the manager by email.

One-tap approval

The manager approves or denies from that email. The script counts weekdays only, rounds to the clinic's rule, checks department conflicts, and writes the attendance sheet and shared calendar.

Balances that can't drift

Accrual follows each hire anniversary, and every balance is recalculated from the grid on every change instead of added to, so a manual edit can never throw the totals off.

Payroll and new years

A payroll report lands in a dated folder for the bookkeeper every pay period, and next year's records for the whole staff are built with one click from the admin menu.

The approve or deny email
One-tap approval.
The request form on a phone
The form.
BeforeAfter Filing a requestA green paper slipA form on any phoneApprovingIn the office, on paperOne tap, from anywhere
In their words

“It is already saving me some time, and I am getting information back to the team much quicker.”

Gabe Walsh, Office Manager, Wichita Family Vision

Engineering

Apps Script over a hosted app: the clinic already pays for Google Workspace, and the data never leaves.

How it fits together
A form trigger into Apps Script: date and accrual math, sheet and calendar writes, a timed payroll builder.
Tested
183 regression checks across 5 suites in the public repo, all passing.
Runs on
Inside the clinic's own Google Workspace.
alecstephens3-stack /apps-script-pto-payroll

My role. I built the engine, the migration and the payroll report.

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