Accrue time off

The Balance tab allows you to monitor time-off accrual. You can view each member’s time-off status per policy, including their total accrued days, days used, and a detailed history of changes in their balance.

Time off is a paid feature, which you can enable by upgrading your workspace to a Standard, Pro, or Enterprise plan.

Manage accruals #

You can view the balance by policy (e.g., vacation balance for each team member) or by user (e.g., balance for each policy for a specific user).

Visibility #

Only Admins and Owners can add or remove balance for any team member across the entire workspace.

• Regular users: Can see balance history only for their own policies
• Admins and Owners: Can see everyone’s balance
• Team Managers: Can see their team members’ balance

Balance types #

• Accrued: Total number of days or hours a user has received or earned. This value is updated when an Admin adds or removes time.
• Used: Total amount of time (days or hours) a user has already spent requesting time off.
• Available: The remaining time a person has left to use for future time off requests. It is calculated as Accrued minus Used.

Negative balances #

You can enable the Allow negative balance setting in the time off policy.

A Time Off feature update now shows negative balances in the Balance tab along with the Accrued, Used, and Available columns. A negative balance appears if a team member has a negative balance from the previous version.

Add/remove balance #

To add leave balance to team members:

1. Go to Time Off
2. Go to the Balance tab
3. Click the three dots next to the team member’s name
4. Select Manage
5. Click Add balance
6. Click the + or – sign to add or remove balance
7. Add a note (optional)
8. Click Save

Bulk add balance #

You can add or remove days/hours in bulk when you view the balance grouped by policy, and then check for which users you wish to add/remove time off.

To bulk add balance for multiple team members:

1. Go to Time Off
2. Go to the Balance tab
3. Check the boxes for the team members you want to add 
4. Click Add to balance on the top-left of the table
5. Click the + sign to add balance
6. Click Save

The balance in the Accrued column automatically updates when balances are added or removed. 

When a person’s balance is manually updated (via add or remove), both the person and their team manager will receive an email.

Balance history #

Use the History feature to see a detailed record of each member’s time off history.

Balance history lists all the time off requests a person made, their status, and changes to their accrual: you can see what was changed, when, and who made it.

Here’s a breakdown of how actions affect balance accrual:

Action	Impact on balance
Pending/approved request	Deducts time from the balance
Rejected/withdrawn request	Reverts time back to the balance
Manual admin adjustment	Increases or decreases the total accrued time
Policy reset/accrual	Automatically updates based on the policy’s period (e.g., monthly/yearly)