Enabling Time Off for your organization will allow employees to submit Time Off requests for Vacation, Sick Time, and more. This will also allow for Admins (and other users based on permissions) to approve and reject requests.

To enable Time Off, navigate to Settings > Organization > Time Off and click "Enable time off". Once enabled, a new page in Settings (Settings > Time off policies) will appear where you will be able to create time off policies and assign employees to those policies.

If non-Admin users should have the ability to approve and reject requests, then after Time Off is enabled, they will also need to have "Can Manage time off" enabled in their permissions.

Once Time Off is enabled, it can be found in its own Time > Time Off section in the left-side navigation menu. This is where Time Off will be requested, approved, and denied, as well as where all history can be found.

Before setting up Time Off for your team to use, there are some key definitions that are important to know.

*Company Holidays can be set up by navigating to Time Off > Company Holidays.

After you have enabled Time Off and familiarized yourself with the Key Definitions, the next step is to create Time Off policies and assign employees to the policies.

To create a policy, navigate to Settings > Time Off Policies and select New Policy in the upper right corner.

From here, Step 1 is to select a Policy Type from the drop-down. Then, add a Name and Description for the policy before associating it with an Overhead Category. If the applicable Overhead category doesn't currently exist, it can be added from this screen by selecting "Add New Overhead" from the drop-down.

If a new Overhead Category is created, a pop-up will show where the Overhead Category name can be entered. A toggle allows this Overhead item to count towards Available Hours or not count towards available hours. If this counts towards available hours, then it will be factored into utilization rates.
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​When creating a policy, you can control whether requests for the policy will require approval or not. Under Approval, select Require Approval if the requests should be approved by a team member. When making this selection, you will also have the option to select which team members will be responsible for approving the time off requests for the policy.

💡 To note, when adding Approvers, those selected will receive the time off requests for the policy via email. If no approver is selected, then all users with "Manage Time Off" permissions enabled will receive the time off request notification.

If a policy is set to Auto-approve, the request will be immediately marked as approved when submitted without being reviewed by another team member. The user submitting the request will get a confirmation via email confirming that the request has been approved..

Click Next once complete to move on to Step 2.

🚨 When Time Off is enabled for your team, then any Overhead Categories that have been associated with Time Off Policies will no longer be entered as Overhead in Timesheets and will instead need to be submitted as Time Off requests. This becomes effective on the start date of the policy.

In Step 2, you will select the Accrual Method of Fixed Accrual or Unlimited Accrual.

If Fixed Accrual is selected, you’ll need to also specify the total hours earned per year, the Earned Period, the Maximum Balance (optional), and the Carryover Limit (optional).

If a Payroll Schedule has not already been set up in the organization's Settings, you will also need to enter the Pay Frequency, First Payday, and First Period End information needed for accruing the Time Off.

If Unlimited Accrual is selected, you will not be prompted to enter additional information since this option insinuates that this Policy will be completely unlimited.

After Saving the Accrual Method, you'll be taken back to the policy's information page where there is an overview of all of the information that was entered. Now, you can begin adding employees to the policy.

When adding an employee to a policy, it's important to note that you will only be able to add someone if they are not assigned to another policy of the same type (for example, an employee cannot belong to two different bereavement policies).

To begin, click on Add Employee from the policy's information page and select the employee's name from the drop-down. You can also use the "Add all employees" option to add all employees to the policy.

After adding the applicable employees to the policy, you'll be prompted to enter the Starting Balance that each employee should begin with, as well as select which date their Accrual for this policy should begin. The "Accrual starts on" will populate with tomorrow's date by default.

Once all of the information has been entered, click Save.

💡 After employees have been added to time off policies, they can begin requesting time off! Learn more about requesting time off, as well as how to approve and deny requests.

To edit a policy, navigate to Settings > Time Off Policies and click on View Details for the applicable policy.

To edit the Policy Name or Description, click on Edit in the Basic Info section.

To note: Any information included in the Policy Details section cannot be edited once the policy is created - only the Policy Name and Description can be edited. If any of the Policy Details are incorrect, the policy will need to be deleted and recreated.

In the case that an employee's balance for a policy needs to be manually adjusted, you can do so by clicking on Edit next to the employee's name within the policy.

A pop-up will then appear, prompting you to choose if you'd like to Add hours or Subtract hours before entering the number of hours. There is also an optional field to include a Note, which will be included in the time off history. Once complete, click Save.

In the case that an employee needs to be fully removed from a policy, you can do so by clicking on the "X" icon next to the employee's name within the policy.

A pop-up will then appear to inform you that, by removing the employee from the policy, they will no longer be able to request time off under that specific policy. Additionally, any active requests will be automatically denied, upcoming time off will be canceled, and any remaining balance will be deleted. If you'd still like to proceed, click Remove.

To deactivate a policy, navigate to Settings > Time Off Policies and click on View Details for the applicable policy.

From here, click on More in the upper right corner and then select Deactivate.

When a policy is deactivated, it is important to note that it cannot be reversed.

Once the policy is deactivated, your employees will no longer be able to request Time Off using this policy. Additionally, any active requests will be automatically denied and any upcoming Time Off will be canceled.

The history for this policy will still be accessible from the Staff Time > Time Off Requests page.

When a policy is deactivated and there are pending requests or already-approved requests, any affected employees will automatically receive an email to notify them that the request was canceled or denied due to the policy being deactivated.

If you enable Time Off and then later decide that your team isn't ready to use this feature, it can easily be disabled by navigating to Settings > Organization > Time Off and clicking Disable Time Off.

A pop-up will then appear to notify you that, once disabled, employees will no longer be able to request Time Off. Additionally, any active requests will be automatically denied and upcoming Time Off will be canceled. Any history will still be accessible from Settings.

Click Disable if you'd like to continue.

Once disabled, if you need to view any history related to Time Off, you can do so by clicking on View Time Off History. This will show you all Time Off history for all employees in all Time Off policies, including any hours that were manually added to their Balance or Removed.

Not at all! You're not required to use the Time Off feature and you can continue to use Overhead in Timesheets for tracking these hours, if you prefer.

When creating a new policy, you should choose to connect it to the overhead type that you were using previously to track time off. This way, all data flows together seamlessly.

No, there isn't a way to migrate balances from another system. Instead, you can specify the number of hours that each employee should start with (aka the beginning balance) to match the balance in your previous system.

Once Time Off is enabled, you can request time off by navigating to Time Off > Your Time Off. Learn more about requesting time off.

Once Time Off is enabled, you can approve or deny time off requests by navigating to Time Off > Time Off requests. Learn more about approving and denying requests.

If there is no carryover limit listed, then there is no carryover limit set. This essentially means that no hours will carry over into the next year.

Currently, you cannot view the selected accrual start date.

Firms will not have the ability to pick and choose which requests on a policy are autoapproved, this setting is universal for all requests under this policy.