{"id":23315,"date":"2025-07-04T12:45:03","date_gmt":"2025-07-04T12:45:03","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=23315"},"modified":"2026-01-29T12:41:26","modified_gmt":"2026-01-29T12:41:26","slug":"create-manage-holidays-time-off-policies","status":"publish","type":"post","link":"https:\/\/clockify.me\/help\/getting-started\/getting-started-as-admin-and-workspace-owner\/create-manage-holidays-time-off-policies","title":{"rendered":"Create & manage holidays & time off policies"},"content":{"rendered":"\n

This guide will walk you through creating, managing, and configuring time-off policies and holidays in your workspace. As a Workspace Admin or Owner, you have full control over these settings, ensuring that your team\u2019s time off is accurately tracked and managed.<\/p>\n\n\n\n

Enable time off<\/h2>\n\n\n\n

To start managing holidays and time off policies, you first need to enable the Time Off feature in your workspace.<\/p>\n\n\n\n

To enable time off:<\/p>\n\n\n\n

    \n
  1. Click the three-dot icon <\/strong>next to your workspace name<\/li>\n\n\n\n
  2. Select Workspace settings<\/strong> <\/li>\n\n\n\n
  3. Scroll down to the Time off<\/strong> section<\/li>\n\n\n\n
  4. Enable the toggle for Activate time off<\/strong><\/li>\n\n\n\n
  5. Enable the option to let Regular users see time off outside their teams<\/strong> if needed (optional)<\/li>\n<\/ol>\n\n\n\n
    \"\"<\/figure>\n\n\n\n

    Create and manage time off policies<\/h2>\n\n\n\n

    Time off policies determine how your team can request and track different types of leave, such as vacation days, sick leave, or personal time off.<\/p>\n\n\n\n

    To create or manage time off policies:<\/p>\n\n\n\n

      \n
    1. Select Time off<\/strong> from the sidebar<\/li>\n\n\n\n
    2. Click on the gear icon <\/strong>in the top-right corner of the page<\/li>\n\n\n\n
    3. Select Manage policies<\/strong><\/li>\n\n\n\n
    4. Enter the settings for your policy<\/li>\n\n\n\n
    5. Click Create New<\/strong><\/li>\n<\/ol>\n\n\n\n

      Clicking Create New<\/strong> creates a new Time off policy and you can edit it at any time.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n

      Here\u2019s a guide to each setting when creating a new policy:<\/p>\n\n\n\n

      Feature<\/strong><\/td>Description<\/strong><\/td><\/tr>
      Policy name<\/strong><\/td>The name of the new policy. You can also choose a color and symbol for the policy.<\/td><\/tr>
      Assignee<\/strong><\/td>Members or groups to which this policy applies <\/td><\/tr>
      Time unit<\/strong><\/td>Set the time off in Days<\/strong> or Hours<\/strong> <\/td><\/tr>
      Requires approval<\/strong><\/td>Choose whether time off requests require managerial approval. If unchecked, requests will be auto-approved.

      If enabled, check the choices for:

      Who can approve<\/strong>:
      \u2022 Admins
      \u2022 Team managers
      \u2022 Specific members<\/td><\/tr>
      Balance expiry<\/strong><\/td>\u2022<\/strong> Never expires <\/strong>(default) \u2013 Balance for this policy won\u2019t have a start or end date and won\u2019t expire
      \u2022 Has expiry dates<\/strong> \u2013 Accrual, and every balance for this policy needs to have a start <\/strong>and end date defined<\/td><\/tr>
      Automatically accrues<\/strong><\/td>Automatically adds days or hours to team members’ balances monthly or yearly<\/td><\/tr>
      Allow negative balance<\/strong><\/td>Allow users to request time off even if they have a negative balance. Enabling this unlocks the following settings:

      \u2022 Limit to x<\/em> days per year\/month<\/strong> – Limit negative balances to a specified number of days per year or month
      \u2022 Reset negative balance at the end of the year <\/strong>– Clears negative balances at year’s end<\/td><\/tr>
      Allow half day<\/strong><\/td>Allow users to request partial days off or specific hour blocks of the working day<\/td><\/tr>
      Automatically create time entries<\/strong><\/td>Automatically generate time entries in the Timesheet for approved time off<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Adding new days to a time-off balance will increase the total available amount, but it will not automatically eliminate or clear any existing negative balance.<\/p>\n\n\n\n

      Create and manage holidays<\/h2>\n\n\n\n

      You can create multiple holidays, customize them, and assign them to specific users or groups.<\/p>\n\n\n\n

      To create and manage holidays:<\/p>\n\n\n\n

        \n
      1. Go to the Time Off<\/strong> page<\/li>\n\n\n\n
      2. Click on the gear icon <\/strong>in the top-right corner<\/li>\n\n\n\n
      3. Select Manage Holidays<\/strong><\/li>\n\n\n\n
      4. Click Create New<\/strong><\/li>\n\n\n\n
      5. Enter a name for the holiday<\/li>\n\n\n\n
      6. Select the members you want to apply the holiday to in the Assignees<\/strong> dropdown<\/li>\n\n\n\n
      7. Set the date or date range for the holiday in the Period <\/strong>section<\/li>\n\n\n\n
      8. Enable the following settings (optional):\n
          \n
        • Occurs annually – The holiday is set to occur every year<\/li>\n\n\n\n
        • Automatically create time entries – Approved holidays will create time entries<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n

          9. Click Create<\/strong><\/p>\n\n\n\n

          \"\"<\/figure>\n\n\n\n

          By default, Saturdays and Sundays<\/strong> are marked as non-working days. You can change this by customizing the working days in the Workspace settings<\/strong>.<\/p>\n\n\n\n

          Manage non-working days<\/h2>\n\n\n\n

          Non-working days (holidays and weekends) can be defined and customized in your workspace settings.<\/p>\n\n\n\n

          To manage non-working days:<\/p>\n\n\n\n

            \n
          1. Click the three-dot icon<\/strong> next to the workspace name<\/li>\n\n\n\n
          2. Select Workspace settings<\/strong><\/li>\n\n\n\n
          3. Locate the section for Working days<\/strong><\/li>\n\n\n\n
          4. Click on the days and check all the days that you and your team work<\/li>\n<\/ol>\n\n\n\n
            \"\"<\/figure>\n\n\n\n

            When an employee requests time off, holidays and weekends are excluded from the total time off.<\/p>\n\n\n\n

            For example: <\/em><\/p>\n\n\n\n

            If someone requests leave from Jan 1 to Jan 7, and Jan 1 is a holiday, Jan 2 is a Saturday, and Jan 3 is a Sunday, their request will be reduced to 4 days of time off.<\/em><\/p>\n\n\n\n

            Edit a holiday<\/h2>\n\n\n\n

            To edit a holiday:<\/p>\n\n\n\n

              \n
            1. Navigate to the Time off<\/strong> page<\/li>\n\n\n\n
            2. Click the gear icon<\/strong> in the top-right corner<\/li>\n\n\n\n
            3. Select Manage holidays<\/strong><\/li>\n\n\n\n
            4. Click the three-dot icon<\/strong> next to the holiday you want to edit<\/li>\n\n\n\n
            5. Select Edit<\/strong><\/li>\n\n\n\n
            6. Edit the holiday settings as needed<\/li>\n\n\n\n
            7. Click Save<\/strong><\/li>\n<\/ol>\n\n\n\n
              \"\"<\/figure>\n\n\n\n

              Important notes about editing a holiday:<\/strong><\/p>\n\n\n\n