Create & manage holidays & time off policies

This guide will walk you through how to create, manage, and configure time off policies and holidays in your workspace. As a Workspace Admin or Owner, you have full control over these settings, ensuring that your team’s time off is accurately tracked and managed.

Enable time off

To start managing holidays and time off policies, you first need to enable the Time Off feature in your workspace.

To enable time off:

1. Haz clic en three-dot menu at the top left of your workspace
2. Selecciona Configuración del espacio de trabajo del menú desplegable
3. Scroll down to the Tiempo libre sección.
4. Habilita Tiempo libre by checking the box
5. Enable the option to let Regular users see Time off outside their teams if needed (optional)

Once enabled, you can create time off policies that fit your workspace’s needs.

Create and manage time off policies

Time off policies determine how your team can request and track different types of leave, such as vacation days, sick leave, or personal time off.

To create or manage time off policies:

1. From the sidebar, click on Tiempo libre
2. Haz clic en el Settings icon (gear symbol) on the top-right of the Tiempo libre página
3. Selecciona Gestionar políticas to create or edit your time off policies

Key fields to define:

• Encargado: Choose the members who are eligible to request time off under this policy
• Unidad de tiempo: Define whether the time off is tracked in days (e.g., vacation) or hours (e.g. banked hours)
• Requiere aprobación: Choose whether time off requests require managerial approval. If unchecked, requests will be auto-approved
• Acumulación automática: Enable this option to automatically add days or hours to team members’ balances monthly or yearly
• Permitir saldo negativo: Allow employees to request time off even if they have a negative balance (e.g. for sick leave). Optionally, limit the amount of negative balance.
• Permitir media jornada: Enable half-day requests if the policy is in days
• Permitir media jornada en varios días: Allow employees to request first or second half-days across multiple days
• Permitir horas libres en varios días: Allow employees to request hours off across multiple days (if the policy is in hours)
• Crear entradas de tiempo automáticamente: Enable this to automatically track time off requests under the chosen project, including billable hours

Gestionar días no laborables

Non-working days (holidays and weekends) can be defined and customized in your workspace settings.

To manage non-working days:

1. Ve a la Time Off página.
2. Haz clic en el Settings icon y elegir Manage Holidays.
3. Por defecto, los Saturdays and Sundays are marked as non-working days. You can change this by customizing the working days in the Configuración del espacio de trabajo

Create and manage holidays

You can create multiple holidays, customize them, and assign them to specific users or groups.

To create and manage holidays:

1. En la página Tiempo libre page, click the Configuración icon
2. Selecciona Gestionar vacaciones from the dropdown menu
3. Define your holiday details:
   • Holiday name: Name your holiday (e.g. New Year’s Day)
   • Assigned members: Choose which users or groups are eligible for this holiday
   • Annually occurring: Choose whether this holiday should repeat annually
   • Holiday color: Select a default color or create a custom color for this holiday

Para editar o eliminar días festivos:

1. Navega a la página de Tiempo libre página
2. Haz clic en tres puntos next to the holiday you want to edit
3. Selecciona Editar o Eliminar
   • Editing allows you to change holiday details like name, assigned users, and color
   • Deleting will permanently remove the holiday from the system

When an employee requests time off, holidays and weekends are excluded from the total time off. For example:

Por ejemplo: If someone requests leave from Jan 1 to Jan 7, and Jan 1 is a holiday, Jan 2 is a Saturday, and Jan 3 is a Sunday, their request will be reduced to 4 days of time off.

Archive and delete policies

You can archive or delete outdated policies, such as old vacation policies or specific leave policies no longer in use.

To archive or delete policies:

1. Ve a la Tiempo libre página
2. Haz clic en tres puntos next to the policy you want to archive or delete
3. Selecciona Archivar to remove it from the active policy list (it will not affect balances or requests)
4. If you need to permanently remove a policy, you can delete it after archiving

Deleting a policy removes all requests and balances associated with that policy.

Edit or delete policies

If you need to make changes to an existing policy, you can edit its details.

How to edit a policy:

1. En la página Time Off page, click the tres puntos next to the policy
2. Selecciona Editar to update the policy name, members, accrual rules, or other details

How to delete a policy:

1. Follow the same steps as for editing a policy
2. After archiving, select Eliminar to permanently remove the policy from the system

View and track time off

Once you have set up your time off policies and holidays, you can track your team’s time off requests on the Planilla de horarios, Calendario, Tiempo libre, y Planificación páginas.

Policy and holiday colors: The colors you’ve defined for policies and holidays will appear throughout these pages, making it easy to identify types of leave.

Preguntas más frecuentes

Can I have different policies for different types of leave (vacation, sick leave, etc.)?

Yes, you can create multiple time off policies and assign them to different members or groups based on the type of leave.

What happens if I delete a policy?

Deleting a policy will permanently remove all requests, balances, and approvals associated with that policy. Make sure to archive outdated policies if you want to keep the data intact.

Can users see each other’s time off requests?

Administradores can view all time off requests. Los gerentes de equipo can view time off for their team members. Los usuarios regulares can only view their own time off, unless the setting Allow regular users to see time off outside their teams is enabled.

How are holidays treated in time off requests?

Holidays and weekends are automatically excluded from the total time off. If an employee requests time off over a holiday or weekend, those days are not counted toward their leave balance.

How do I assign a holiday to specific people?

When creating or editing a holiday, you can assign it to specific users or groups. This allows you to set different holidays for different members (e.g. national holidays for one group, but not another).

Can I approve or reject time off requests for my team?

Yes, as an Admin or Team manager, you can approve or reject time off requests for the users assigned to you.

Can I track time off across multiple days?

Yes, if your time off policy is set to days, you can allow half-day leave across multiple days. If it’s set to hours, you can allow hourly requests across multiple days.

Can I set up automatic accrual for time off policies?

Yes, you can configure time off to automatically accrue on a monthly or yearly basis for all team members covered by the policy.