{"id":19021,"date":"2024-06-30T14:52:56","date_gmt":"2024-06-30T14:52:56","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=19021"},"modified":"2026-02-04T14:17:08","modified_gmt":"2026-02-04T14:17:08","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<p class=\"note translation-block\">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\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":32,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/19021\/revisions"}],"predecessor-version":[{"id":29687,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/19021\/revisions\/29687"}],"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}]}}