Manage time off for your team

As a Team manager or Project manager, managing time off requests for your team is a key responsibility. You’ll need to create time off policies, approve or reject requests, and track team members’ balances and accruals to ensure everything is organized and accurate. This guide will walk you through how to set up and manage time off policies, request time off, and approve or reject time off requests for your team.

Key features & permissions #

• Time off is a paid feature available on the Standard, Pro, or Enterprise plans
• Time off policies enable you to manage vacation days, holidays, sick leave, and other types of leave, along with accruals and balances
• Managers can approve or reject time off requests based on the policies you set
• As a Team manager or Project manager, you can also withdraw or edit your own requests and those of your team members (with appropriate permissions)

Request time off #

As a Team manager or Project manager, you’ll need to understand how your team can request time off, and how you can manage those requests. You can also request time off on behalf of your team members if needed.

Steps to request time off #

1. Navigate to the Time off page from the sidebar
2. Click the Request time off button
3. Choose the appropriate time off policy from the dropdown (e.g. vacation, sick leave, etc.)
   You will see how many days/hours you have available.
4. Select the start and end dates for your time off
   Please note that holidays and weekends will not be counted toward the total time off.
5. You can add a note for the approver (e.g. Vacation with family)
6. Once everything is filled in, click Submit

Manage time off requests for Team members #

As a Manager, you can:

• Approve or reject time off requests for users you manage or supervise
• Withdraw your own requests or those of your team members (pending or approved)
• Track balances and see the history of time off requests

Approve time off requests #

As a Manager, one of your primary responsibilities will be to approve or reject time off requests based on the policies you’ve defined.

Steps to approve or reject requests #

1. Go to the Time off page from the sidebar
2. Requests that need approval will appear under the Pending requests tab
3. Click on the request you want to review
4. Click Approve or Reject at the top right of the request
   If you reject a request, you can add a note explaining why it was rejected
5. Once approved, the user will be notified, and the time off will be automatically added to their balance

If you need to cancel an approval, simply go to the three-dots menu in the Requests tab and click Withdraw. This will notify the user and any relevant managers.

Email notifications #

Time off requests trigger email notifications for both the user requesting the time off and the manager approving the request.

• When a request is submitted, the manager receives a notification
• When a request is approved or rejected, both the requester and their manager receive a notification
• Admins receive notifications only if they are the sole approvers for time off requests
• You can manage email notification preferences in the Email notifications tab of your Profile settings

Access permissions #

Team managers #

As a Team manager, you will have the following permissions:

• Access to the Time off page
• Request time off for yourself or on behalf of your team
• Approve or reject time off requests for your team members
• Withdraw or edit time off requests (both pending and approved)
• View time off balances and request history
• Export reports in CSV/Excel

Project managers #

As a Project manager, you will have the following permissions:

• Access to the Time off page
• Request time off for yourself or on behalf of your team
• Approve or reject time off requests for project team members
• Withdraw or edit time off requests (both pending and approved)
• View time off balances and request history

FAQ #

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

As a Team manager, you can only approve time off requests for users in your team. Project managers can approve requests for users working on their specific projects. Admins can approve requests for everyone in the workspace.

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

If the Allow negative balance option is enabled in the policy, users can still request time off even if they don’t have enough balance. You can limit the number of negative hours/days allowed. If this option is not enabled, the request will be denied if the balance is insufficient.

Can I request time off on behalf of my team members? #

Yes, as a Team manager or Project manager, you can submit time off requests on behalf of users you manage. When doing so, the request will have additional note: Request made by manager.

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

Yes, team members will receive email notifications when their time off request is either approved or rejected. Managers will also be notified when requests are submitted and approved/rejected.