Time Off Management
Manage leave requests, track balances, and streamline approvals for your entire workforce.
Overview
The Time Off module provides:
- Employee self-service leave requests
- Manager approval workflows
- Automatic accrual calculation
- Leave balance tracking
- Team calendar visibility
- Policy enforcement (use-it-or-lose-it, carryover rules)
Available in: Both Full-Time and Scheduling modes.
Leave Types
Default leave types (fully configurable by your admin):
| Leave Type | Description |
|---|---|
| Vacation | PTO / annual leave |
| Sick Leave | Illness or medical appointments |
| Personal | Personal days for non-medical reasons |
| Bereavement | Death of a family member |
| Jury Duty | Legal obligation |
| Parental Leave | Maternity or paternity leave |
| Unpaid Leave | Approved leave without pay |
Custom leave types can be added in Settings → Leave Policies.
Leave Balances
Navigate to Workflow → Time Off
Your Leave Balance panel (right side) shows:
- Vacation Hours (accrued and available)
- Sick Hours (accrued and available)
- Any additional configured leave types
Balances update automatically after each pay period per your accrual policy.
For Employees – Submitting a Leave Request
Navigate to Workflow → Time Off
Click Add Leave Request
Fill in the Leave Details form:
| Field | Description |
|---|---|
| LOA ID | Auto-generated (e.g., TF0526001) |
| Employee Name | Pre-populated |
| Reporting Manager | Select your approving manager |
| Start Date | First day of leave |
| End Date | Last day of leave |
| Leave Type | Vacation, Sick, Personal, etc. |
| Leave Hours | Total hours being requested |
| Notes | Reason or additional context |
Review the Request Summary panel showing total hours requested
Click Save to save as draft or Submit to send for approval
Note: Your available balance must cover the requested hours. Submitting a request that would create a negative balance may be rejected per company policy.
Leave Request Status Flow
Draft → Submitted → Pending → Approved / Rejected
| Status | Description |
|---|---|
| Draft | Saved, not submitted |
| Pending | Awaiting manager approval |
| Approved | Leave confirmed |
| Rejected | Not approved — review manager notes |
For Managers – Approving Leave Requests
Navigate to Workflow → Time Off → Privilege View
View all pending requests from your direct reports
Filter by Status, Employee, or Leave Type
Click Actions on a request to:
- View full details
- Approve
- Reject (with comments)
Tip: The Dashboard Quick Actions panel shows a count of pending time-off requests requiring your attention.
Accrual Rules
Accrual is configured by your HR admin. Common accrual methods:
| Accrual Type | How It Works |
|---|---|
| Per Pay Period | Fixed hours added each paycheck |
| Anniversary Grant | Lump sum on work anniversary |
| Front-Loaded | Full balance granted at year start |
| Tenure-Based | Accrual rate increases with years of service |
Contact your HR admin if you have questions about your specific accrual policy.
Leave Reports
Navigate to Reports → Time Off for leave analytics.
KPI Cards:
- Total Requests
- Approved count
- Pending count
- Total Hours Taken (with Sick/Vacation breakdown)
Table Filters:
- Employee
- Leave Type
- Status
- Date range
Export: CSV and PDF available for HR and payroll processing.
Team Calendar
HR Admins and Managers can view a team calendar showing:
- Who is out on approved leave
- Upcoming scheduled time off
- Conflict detection when multiple team members request the same dates
Configuring Leave Policies (Admin)
Navigate to Settings → Leave Policies to:
- Create and name leave types
- Set accrual rules per leave type
- Configure carryover limits (e.g., max 40 hours carry into new year)
- Enable use-it-or-lose-it rules
- Set negative balance handling
- Configure blackout dates (periods when leave cannot be taken)
Best Practices
- Submit leave requests as early as possible, especially for planned vacation
- Check your balance before submitting to avoid rejection
- Use the Notes field to provide context for sick leave if required by policy
- Managers should respond to requests within 2–3 business days
- For extended leave (FMLA, parental), contact HR directly before submitting
Common Questions
Navigate to Workflow → Time Off. Your balance displays on the right panel of the Add Leave Request screen.
Depends on your company policy. Some organizations allow negative balances (paid back via future accruals). Others do not. Contact your HR admin.
Yes – contact your manager or HR admin to cancel. They can reverse an approved request in the system.
This depends on your company policy and state law. Some states require payout of unused PTO. Contact HR for details.
You are only required to enter a leave type (Sick Leave). Detailed medical information is not required and should not be entered in the Notes field.