{"id":23261,"date":"2025-07-04T13:21:31","date_gmt":"2025-07-04T13:21:31","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=23261"},"modified":"2026-04-29T12:08:30","modified_gmt":"2026-04-29T12:08:30","slug":"manage-time-off-for-your-team","status":"publish","type":"post","link":"https:\/\/clockify.me\/help\/getting-started\/manage-time-off-for-your-team","title":{"rendered":"Manage time off for your team"},"content":{"rendered":"\n<div class=\"wp-block-custom-audience-tag audience-tag-box\"><span class=\"tag-title\">Who can use this feature?<\/span><div class=\"tag-rows\"><div class=\"tag-row\"><svg width=\"18\" height=\"18\" viewBox=\"0 0 24 24\" fill=\"none\"><mask id=\"mask-aud-final\" 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-aud-final)\"><path d=\"M12 12C10.9 12 9.95833 11.6083 9.175 10.825C8.39167 10.0417 8 9.1 8 8C8 6.9 8.39167 5.95833 9.175 5.175C9.95833 4.39167 10.9 4 12 4C13.1 4 14.0417 4.39167 14.825 5.175C15.6083 5.95833 16 6.9 16 8C16 9.1 15.6083 10.0417 14.825 10.825C14.0417 11.6083 13.1 12 12 12ZM4 20V17.2C4 16.6333 4.14583 16.1125 4.4375 15.6375C4.72917 15.1625 5.11667 14.8 5.6 14.55C6.63333 14.0333 7.68333 13.6458 8.75 13.3875C9.81667 13.1292 10.9 13 12 13C13.1 13 14.1833 13.1292 15.25 13.3875C16.3167 13.6458 17.3667 14.0333 18.4 14.55C18.8833 14.8 19.2708 15.1625 19.5625 15.6375C19.8542 16.1125 20 16.6333 20 17.2V20H4ZM6 18H18V17.2C18 17.0167 17.9542 16.85 17.8625 16.7C17.7708 16.55 17.65 16.4333 17.5 16.35C16.6 15.9 15.6917 15.5625 14.775 15.3375C13.8583 15.1125 12.9333 15 12 15C11.0667 15 10.1417 15.1125 9.225 15.3375C8.30833 15.5625 7.4 15.9 6.5 16.35C6.35 16.4333 6.22917 16.55 6.1375 16.7C6.04583 16.85 6 17.0167 6 17.2V18ZM12 10C12.55 10 13.0208 9.80417 13.4125 9.4125C13.8042 9.02083 14 8.55 14 8C14 7.45 13.8042 6.97917 13.4125 6.5875C13.0208 6.19583 12.55 6 12 6C11.45 6 10.9792 6.19583 10.5875 6.5875C10.1958 6.97917 10 7.45 10 8C10 8.55 10.1958 9.02083 10.5875 9.4125C10.9792 9.80417 11.45 10 12 10Z\" fill=\"black\" fill-opacity=\"0.87\"><\/path><\/g><\/svg><span>Workspace owners, admins, and managers<\/span><\/div><div class=\"tag-row\"><svg width=\"18\" height=\"18\" viewBox=\"0 0 24 24\" fill=\"none\"><mask id=\"mask-flg-final\" 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-flg-final)\"><path d=\"M5 21V4H14L14.4 6H20V16H13L12.6 14H7V21H5ZM14.65 14H18V8H12.75L12.35 6H7V12H14.25L14.65 14Z\" fill=\"black\" fill-opacity=\"0.87\"><\/path><\/g><\/svg><span>Standard plan and higher<\/span><\/div><\/div><\/div>\n\n\n\n<p class=\"translation-block\">Manage time off for your team by setting up policies, approving requests and tracking team balances.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Time off management features<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Time Off policies:<\/strong> Define and manage different leave types, such as vacation days, holidays, and sick leave.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Accruals &amp; balances:<\/strong> Track team members&#8217; remaining leave days\/hours for accurate record-keeping and add or remove balance as needed.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Manage time off requests: <\/strong>Managers can approve or reject requests based on the established policies and their specific permissions.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Withdraw or edit pending requests: <\/strong>Managers can withdraw or edit their own pending time off requests and those of their team members.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Request time off<\/h2>\n\n\n\n<p class=\"translation-block\">Team members (or managers requesting on their behalf) should follow these steps to submit a leave request.<br><br>To request time off:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to the <strong>Time off<\/strong> page<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Request time off<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Choose the relevant <strong>Time Off Policy<\/strong> from the dropdown&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">Select the <strong>start and end dates<\/strong> for the leave<\/li>\n\n\n\n<li class=\"translation-block\">Add a brief <strong>note<\/strong> for the approver (optional)<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Submit<\/strong><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"744\" height=\"360\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Request-time-off-regular-user.gif\" alt=\"\" class=\"wp-image-28577\"\/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Approve time off requests<\/h2>\n\n\n\n<p>You can approve or reject time off requests based on the policies you\u2019ve defined.<\/p>\n\n\n\n<p>To approve time off requests:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to the <strong>Time off<\/strong> page<\/li>\n\n\n\n<li class=\"translation-block\">Find pending requests in the <strong>Requests<\/strong> tab or use the <strong>Pending<\/strong> filter<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Approve <\/strong>on the pending request<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"734\" height=\"366\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Approve-time-off-requests.gif\" alt=\"\" class=\"wp-image-28578\"\/><\/figure>\n\n\n\n<p class=\"translation-block\">Once approved, the user is notified via email, and the time off is automatically deducted from their available balance.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Reject time off requests<\/h2>\n\n\n\n<p>To reject time off requests:<\/p>\n\n\n\n<p class=\"translation-block\">1. Go to the <strong>Time Off<\/strong> page<br>2. Find the pending request\/s on the <strong>Requests<\/strong> tab<br>3. Click the <strong>three-dot icon<\/strong> on the right side of the request<br>4. Select <strong>Reject<\/strong><strong><br><\/strong>5. Type in the reason for rejection in the <strong>Note <\/strong>field<br>6. Click <strong>Reject<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"734\" height=\"366\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Reject-time-off.gif\" alt=\"\" class=\"wp-image-28579\"\/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Additional manager actions<\/h2>\n\n\n\n<p class=\"translation-block\">The following table summarizes the key manager actions available for time off management:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Request on behalf: <\/strong>Team Manager and Project Managers can submit time off requests for users they manage. This request will include a note: &#8220;Request made by manager.&#8221;<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"717\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Request-time-off-on-behalf-of-team-member-1024x717.png\" alt=\"\" class=\"wp-image-28582\" style=\"aspect-ratio:1.428191913288348;width:660px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Request-time-off-on-behalf-of-team-member-1024x717.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Request-time-off-on-behalf-of-team-member-300x210.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Request-time-off-on-behalf-of-team-member-768x538.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Request-time-off-on-behalf-of-team-member-1536x1076.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Request-time-off-on-behalf-of-team-member-18x12.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Request-time-off-on-behalf-of-team-member.png 1870w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Track balances: <\/strong>View team members&#8217; current time off balances and review the complete history of their past requests.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"536\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Time-off-Balance-Team-view-1024x536.png\" alt=\"\" class=\"wp-image-28586\" style=\"aspect-ratio:1.9104887896228846;width:652px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Time-off-Balance-Team-view-1024x536.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Time-off-Balance-Team-view-300x157.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Time-off-Balance-Team-view-768x402.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Time-off-Balance-Team-view-1536x804.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Time-off-Balance-Team-view-18x9.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Time-off-Balance-Team-view.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Edit\/withdraw: <\/strong>You can withdraw or edit any pending requests for yourself or for members of your team.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"490\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Withdraw-time-off-approval-1024x490.png\" alt=\"\" class=\"wp-image-28593\" style=\"width:652px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Withdraw-time-off-approval-1024x490.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Withdraw-time-off-approval-300x144.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Withdraw-time-off-approval-768x368.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Withdraw-time-off-approval-1536x735.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Withdraw-time-off-approval-18x9.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Withdraw-time-off-approval.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">User roles and access permissions<\/h2>\n\n\n\n<p>Access and approval capabilities differ based on a user&#8217;s role in the workspace:<\/p>\n\n\n\n<figure class=\"wp-block-table translation-block\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Role<\/strong><\/td><td><strong>Request Time Off<\/strong><\/td><td><strong>Approve\/Reject Requests<\/strong><\/td><td><strong>View Balances\/History<\/strong><\/td><td><strong>Edit\/Withdraw Requests<\/strong><\/td><\/tr><tr><td><strong>Team Manager<\/strong><\/td><td>Self &amp; Team<\/td><td><strong>Yes<\/strong> (Only for their team)<\/td><td>Yes<\/td><td>Yes (if pending)<\/td><\/tr><tr><td><strong>Project Manager<\/strong><\/td><td>Self &amp; Team<\/td><td><strong>No<\/strong><\/td><td>Yes<\/td><td>Yes (if pending)<\/td><\/tr><tr><td><strong>Admin<\/strong><\/td><td>Self &amp; Team<\/td><td><strong>Yes<\/strong> (For everyone)<\/td><td>Yes<\/td><td>Yes (if pending)<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Email notifications<\/h2>\n\n\n\n<p>Notifications ensure all parties stay informed throughout the process:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>When a request is submitted:<\/strong> The manager receives a notification.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>When a request is approved or rejected:<\/strong> Both the requester and the manager receive a notification.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Admins<\/strong> only receive notifications if they are designated as the sole approvers for a given policy.<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block\">You can manage your notification preferences in the <strong>Email notifications<\/strong> tab of your <strong>Profile settings<\/strong>.<\/p>\n\n\n\n<p class=\"translation-block\">1. Click on your profile photo (top right corner)<br>2. Select <strong>Preferences<\/strong><strong><br><\/strong>3. Go to <strong>Email notifications<\/strong><br>4. Select or deselect the checkboxes to turn email notifications on\/off<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"734\" height=\"366\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/07\/Email-notification-settings.gif\" alt=\"\" class=\"wp-image-28594\"\/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<h4 class=\"wp-block-heading\">Can I approve time off requests for users outside my team or project?<\/h4>\n\n\n\n<p>No, your approval scope is limited by your role:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Team Managers<\/strong> can approve only for users on their team.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Project Managers<\/strong> can only approve for users working on their specific projects.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Admins<\/strong> can approve for everyone in the workspace.<\/li>\n<\/ul>\n\n\n\n<p><strong>What happens if a team member doesn&#8217;t have enough time off in their balance?<\/strong><\/p>\n\n\n\n<p>This depends on the policy setting:<\/p>\n\n\n\n<ul class=\"wp-block-list translation-block\">\n<li class=\"translation-block\">If the <strong>Allow negative balance<\/strong> option is <strong>enabled<\/strong> in the policy, the request can proceed (you can set a limit on negative hours\/days allowed).<\/li>\n\n\n\n<li class=\"translation-block\">If the option is <strong>not enabled<\/strong>, the request will be automatically denied due to insufficient balance.<\/li>\n<\/ul>\n\n\n\n<p><strong>Will my team members be notified when their time off request is approved or rejected?<\/strong><\/p>\n\n\n\n<p>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.<\/p>\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\" id=\"1-related-articles\">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\/accrue-time-off\">Accrue 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\/track-holidays-time-off\">Track holidays &amp; time off<\/a><\/li>\n<\/ul>\n<\/div><\/div>\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<p><\/p>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"Manage time off for your team by setting up policies, approving requests and tra&#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":[83],"tags":[],"class_list":["post-23261","post","type-post","status-publish","format-standard","hentry","category-getting-started-as-manager"],"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\/23261","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=23261"}],"version-history":[{"count":84,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/23261\/revisions"}],"predecessor-version":[{"id":31310,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/23261\/revisions\/31310"}],"wp:attachment":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/media?parent=23261"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/categories?post=23261"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/tags?post=23261"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}