{"id":19021,"date":"2024-06-30T14:52:56","date_gmt":"2024-06-30T14:52:56","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=19021"},"modified":"2026-04-23T09:05:44","modified_gmt":"2026-04-23T09:05:44","slug":"accrue-time-off","status":"publish","type":"post","link":"https:\/\/clockify.me\/help\/track-time-and-expenses\/accrue-time-off","title":{"rendered":"Accrue time off"},"content":{"rendered":"\n<p class=\"translation-block\">The <strong>Balance<\/strong> tab allows you to monitor time-off accrual. You can view each member&#8217;s time-off status per policy, including their total accrued days, days used, and a detailed history of changes in their balance.<\/p>\n\n\n\n<div class=\"wp-block-custom-highlight-box custom-box color-green\"><div class=\"box-header\"><svg width=\"20\" height=\"20\" viewBox=\"0 0 24 24\" fill=\"none\"><mask id=\"mask-green\" style=\"mask-type:alpha\" maskUnits=\"userSpaceOnUse\" x=\"0\" y=\"0\" width=\"24\" height=\"24\"><rect width=\"24\" height=\"24\" fill=\"#D9D9D9\"><\/rect><\/mask><g mask=\"url(#mask-green)\"><path d=\"M5 21.0001C4.45 21.0001 3.97917 20.8043 3.5875 20.4126C3.19583 20.0209 3 19.5501 3 19.0001V5.0001C3 4.4501 3.19583 3.97926 3.5875 3.5876C3.97917 3.19593 4.45 3.0001 5 3.0001H13.925L11.925 5.0001H5V19.0001H19V12.0501L21 10.0501V19.0001C21 19.5501 20.8042 20.0209 20.4125 20.4126C20.0208 20.8043 19.55 21.0001 19 21.0001H5ZM9 15.0001V10.7501L18.175 1.5751C18.375 1.3751 18.6 1.2251 18.85 1.1251C19.1 1.0251 19.35 0.975098 19.6 0.975098C19.8667 0.975098 20.1208 1.0251 20.3625 1.1251C20.6042 1.2251 20.825 1.3751 21.025 1.5751L22.425 3.0001C22.6083 3.2001 22.75 3.42093 22.85 3.6626C22.95 3.90426 23 4.1501 23 4.4001C23 4.6501 22.9542 4.89593 22.8625 5.1376C22.7708 5.37926 22.625 5.6001 22.425 5.8001L13.25 15.0001H9ZM11 13.0001H12.4L18.2 7.2001L17.5 6.5001L16.775 5.8001L11 11.5751V13.0001Z\" fill=\"#4CAF50\"><\/path><\/g><\/svg><span class=\"box-label\">Note<\/span><\/div><div class=\"box-content\">\n<p>Time off is a paid feature, which you can enable by <a href=\"https:\/\/clockify.me\/pricing\">upgrading<\/a> your workspace to a Standard, Pro, or Enterprise plan.<\/p>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Manage accruals<\/h2>\n\n\n\n<p>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).<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Visibility<\/h3>\n\n\n\n<p class=\"note\">Only Admins and Owners can add or remove balance for any team member across the entire workspace.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Regular users: Can see balance history only for their own policies<\/li>\n\n\n\n<li>Admins and Owners: Can see everyone\u2019s balance<\/li>\n\n\n\n<li>Team Managers: Can see their team members\u2019 balance<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Balance types<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Accrued:<\/strong> Total number of days or hours a user has received or earned. This value is updated when an Admin adds or removes time.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Used:<\/strong> Total amount of time (days or hours) a user has already spent requesting time off.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Available:<\/strong> The remaining time a person has left to use for future time off requests. It is calculated as <strong>Accrued <\/strong>minus<strong> Used<\/strong>.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"494\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Time-off-balance-tab-without-negative-balance.png\" alt=\"\" class=\"wp-image-29630\" style=\"width:701px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Time-off-balance-tab-without-negative-balance.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Time-off-balance-tab-without-negative-balance-300x145.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Time-off-balance-tab-without-negative-balance-768x371.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Time-off-balance-tab-without-negative-balance-18x9.png 18w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Negative balances<\/h3>\n\n\n\n<p class=\"note translation-block\">You can enable the <strong>Allow negative balance<\/strong> setting in the <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/create-manage-time-off-policy#create-and-manage-policies\">time off policy<\/a>.<\/p>\n\n\n\n<p class=\"translation-block\">A <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/time-off-feature-update-what-changed-and-what-you-need-to-check\">Time Off feature update<\/a> 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.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"285\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Negative-balance-in-time-off-balance-tab-1024x285.png\" alt=\"\" class=\"wp-image-29631\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Negative-balance-in-time-off-balance-tab-1024x285.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Negative-balance-in-time-off-balance-tab-300x84.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Negative-balance-in-time-off-balance-tab-768x214.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Negative-balance-in-time-off-balance-tab-18x5.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Negative-balance-in-time-off-balance-tab.png 1536w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Add\/remove balance<\/h2>\n\n\n\n<p>To add leave balance to team members:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to <strong>Time Off<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Go to the <strong>Balance<\/strong> tab<\/li>\n\n\n\n<li class=\"translation-block\">Click the <strong>three dots<\/strong> next to the team member\u2019s name<\/li>\n\n\n\n<li class=\"translation-block\">Select <strong>Manage<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Add balance<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Click the <strong>+<\/strong> or <strong>&#8211;<\/strong> sign to add or remove balance<\/li>\n\n\n\n<li>Add a note (optional)<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Save<\/strong><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"716\" height=\"376\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Add-balance.gif\" alt=\"\" class=\"wp-image-29632\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Bulk add balance<\/h3>\n\n\n\n<p>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.<\/p>\n\n\n\n<p>To bulk add balance for multiple team members:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to <strong>Time Off<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Go to the <strong>Balance<\/strong> tab<\/li>\n\n\n\n<li>Check the boxes for the team members you want to add&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Add to balance <\/strong>on the top-left of the table<\/li>\n\n\n\n<li class=\"translation-block\">Click the <strong>+<\/strong> sign to add balance<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Save<\/strong><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"529\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Bulk-add-balance-1024x529.png\" alt=\"\" class=\"wp-image-29633\" style=\"aspect-ratio:1.935762638628835;width:703px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Bulk-add-balance-1024x529.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Bulk-add-balance-300x155.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Bulk-add-balance-768x397.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Bulk-add-balance-1536x794.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Bulk-add-balance-18x9.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Bulk-add-balance.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>The balance in the Accrued column automatically updates when balances are added or removed.&nbsp;<\/p>\n\n\n\n<p class=\"note\">When a person\u2019s balance is manually updated (via add or remove), both the person and their team manager will receive an email.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Balance history<\/h2>\n\n\n\n<p>Use the History feature to see a detailed record of each member\u2019s time off history.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"337\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-menu-1024x337.png\" alt=\"\" class=\"wp-image-29634\" style=\"aspect-ratio:3.03866154193986;width:714px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-menu-1024x337.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-menu-300x99.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-menu-768x253.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-menu-1536x506.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-menu-18x6.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-menu.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>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.<br><\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"772\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-1024x772.png\" alt=\"\" class=\"wp-image-29636\" style=\"width:647px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-1024x772.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-300x226.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-768x579.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-1536x1159.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history-16x12.png 16w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Balance-history.png 1718w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Here\u2019s a breakdown of how actions affect balance accrual:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Action<\/strong><\/td><td><strong>Impact on balance<\/strong><\/td><\/tr><tr><td><strong>Pending\/approved request<\/strong><\/td><td>Deducts time from the balance<\/td><\/tr><tr><td><strong>Rejected\/withdrawn request<\/strong><\/td><td>Reverts time back to the balance<\/td><\/tr><tr><td><strong>Manual admin adjustment<\/strong><\/td><td>Increases or decreases the total accrued time<\/td><\/tr><tr><td><strong>Policy reset\/accrual<\/strong><\/td><td>Automatically updates based on the policy&#8217;s period (e.g., monthly\/yearly)<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<div class=\"wp-block-group related-articles\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h3 class=\"wp-block-heading\">Related articles<\/h3>\n\n\n\n<ul class=\"wp-block-list related-articles-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/create-manage-time-off-policy\">Create &amp; manage time off policy<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/manage-non-working-days\">Manage non-working days<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/request-time-off\">Request time off<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/approve-time-off\">Approve time off<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/export-time-off\">Export time off<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"The Balance tab allows you to monitor time-off accrual. You can view each member&#8230;","protected":false},"author":25,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_helpful_status":1,"_searchwp_excluded":"","footnotes":""},"categories":[62],"tags":[],"class_list":["post-19021","post","type-post","status-publish","format-standard","hentry","category-time-off"],"acf":[],"featured_image_src":null,"author_info":{"display_name":"tamara radijevac","author_link":"https:\/\/clockify.me\/help\/author\/tamara-radijevac"},"_links":{"self":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/19021","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/users\/25"}],"replies":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/comments?post=19021"}],"version-history":[{"count":33,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/19021\/revisions"}],"predecessor-version":[{"id":31049,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/19021\/revisions\/31049"}],"wp:attachment":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/media?parent=19021"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/categories?post=19021"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/tags?post=19021"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}