Manage time off for your team

Manage time off for your team by setting up policies, approving requests and tracking team balances.

Time off management is a paid feature available on Standard, Pro, or Enterprise plans.

Time off management features #

• Time Off policies: Define and manage different leave types, such as vacation days, holidays, and sick leave.
• Accruals & balances: Track team members’ remaining leave days/hours for accurate record-keeping and add or remove balance as needed.
• Manage time off requests: Managers can approve or reject requests based on the established policies and their specific permissions.
• Withdraw or edit pending requests: Managers can withdraw or edit their own pending time off requests and those of their team members.

Request time off #

Team members (or managers requesting on their behalf) should follow these steps to submit a leave request.

To request time off:

1. Go to the Time off page
2. Click Request time off
3. Choose the relevant Time Off Policy from the dropdown 
4. Select the start and end dates for the leave
5. Add a brief note for the approver (optional)
6. Click Submit

Approve time off requests #

You can approve or reject time off requests based on the policies you’ve defined.

To approve time off requests:

1. Go to the Time off page
2. Find pending requests in the Requests tab or use the Pending filter
3. Click Approve on the pending request

Once approved, the user is notified via email, and the time off is automatically deducted from their available balance.

Reject time off requests #

To reject time off requests:

1. Go to the Time Off page
2. Find the pending request/s on the Requests tab
3. Click the three-dot icon on the right side of the request
4. Select Reject
5. Type in the reason for rejection in the Note field
6. Click Reject

Additional manager actions #

The following table summarizes the key manager actions available for time off management:

• Request on behalf: Team Manager and Project Managers can submit time off requests for users they manage. This request will include a note: “Request made by manager.”

• Track balances: View team members’ current time off balances and review the complete history of their past requests.

• Edit/withdraw: You can withdraw or edit any pending requests for yourself or for members of your team.

User roles and access permissions #

Access and approval capabilities differ based on a user’s role in the workspace:

Role	Request Time Off	Approve/Reject Requests	View Balances/History	Edit/Withdraw Requests
Team Manager	Self & Team	Yes (Only for their team)	Yes	Yes (if pending)
Project Manager	Self & Team	No	Yes	Yes (if pending)
Admin	Self & Team	Yes (For everyone)	Yes	Yes (if pending)

Email notifications #

Notifications ensure all parties stay informed throughout the process:

• When a request is submitted: The manager receives a notification.
• When a request is approved or rejected: Both the requester and the manager receive a notification.
• Admins only receive notifications if they are designated as the sole approvers for a given policy.

You can manage your notification preferences in the Email notifications tab of your Profile settings.

1. Click on your profile photo (top right corner)
2. Select Preferences
3. Go to Email notifications
4. Select or deselect the checkboxes to turn email notifications on/off

FAQ #

Can I approve time off requests for users outside my team or project? #

No, your approval scope is limited by your role:

• Team Managers can approve only for users on their team.
• Project Managers can only approve for users working on their specific projects.
• Admins can approve for everyone in the workspace.

What happens if a team member doesn’t have enough time off in their balance?

This depends on the policy setting:

• If the Allow negative balance option is enabled in the policy, the request can proceed (you can set a limit on negative hours/days allowed).
• If the option is not enabled, the request will be automatically denied due to insufficient balance.

Will my team members be notified when their time off request is approved or rejected?

Yes, team members receive email notifications when their requests are acted upon. Managers are also notified when requests are submitted and when they are processed.