{"id":23261,"date":"2025-07-04T13:21:31","date_gmt":"2025-07-04T13:21:31","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=23261"},"modified":"2026-02-13T03:01:11","modified_gmt":"2026-02-13T03:01:11","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<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<p class=\"note translation-block\">Time off management is a paid feature available on <a href=\"https:\/\/clockify.me\/pricing\"><strong>Standard, Pro, or Enterprise<\/strong><\/a> plans.<\/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":83,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/23261\/revisions"}],"predecessor-version":[{"id":29802,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/23261\/revisions\/29802"}],"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}]}}