{"id":28058,"date":"2025-12-18T10:53:18","date_gmt":"2025-12-18T10:53:18","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=28058"},"modified":"2026-02-12T10:53:46","modified_gmt":"2026-02-12T10:53:46","slug":"time-off-feature-update-what-changed-and-what-you-need-to-check","status":"publish","type":"post","link":"https:\/\/clockify.me\/help\/track-time-and-expenses\/time-off-feature-update-what-changed-and-what-you-need-to-check","title":{"rendered":"Time Off feature update: What changed and what you need to check"},"content":{"rendered":"\n<p class=\"translation-block\">In September 2025, we introduced updates to our <strong>Time Off<\/strong> feature. Since then, we have been listening closely to your feedback regarding balance visibility and policy flexibility.<\/p>\n\n\n\n<p>To ensure your team has the most intuitive experience possible, we have released a series of improvements listed in this article.<\/p>\n\n\n\n<p>This article explains:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>What was improved<\/li>\n\n\n\n<li>How Time Off balance works now<\/li>\n\n\n\n<li>What you need to review in your existing policies<\/li>\n\n\n\n<li>Examples and guides to help you understand the new balance view<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">What was improved<\/h2>\n\n\n\n<p>To address reported issues, we\u2019ve made several updates to improve clarity:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Balance expiry date is now optional<\/strong><br>You can now choose whether a policy should have an expiry rule or not<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Better visibility &amp; balance history<br><\/strong>We improved how balances are shown, including:&nbsp;<br>\n<ul class=\"wp-block-list\">\n<li>Clear display of negative balance<\/li>\n\n\n\n<li>Clear breakdown of accrued, used and available time<\/li>\n\n\n\n<li>Visibility of any remaining separate negative balance created during the previous Time Off feature update&nbsp;<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">What you need to do <\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Review your Time Off policies&nbsp;<\/h3>\n\n\n\n<p>We strongly recommend that all admins review their Time Off policies to make sure everything is set correctly after the update. . We chose not to automate this process to avoid potential errors or misinterpretations of your specific company policies and to give you full control.<strong><br><br>To check your time off policies:<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">1. Navigate to the <strong>Time Off <\/strong>page<br>2. Click the <strong>gear icon<\/strong><br>3. Select <strong>Manage policies<\/strong><br>4. Click on the <strong>three-dot icon <\/strong>next to the policy you are reviewing<br>5. Select <strong>Edit<\/strong><br>6. Check the policy according to these options:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Balance accrual expiry<\/li>\n\n\n\n<li>Automatic accrual<\/li>\n\n\n\n<li>Negative balance and limit (days) per year<\/li>\n\n\n\n<li>Reset negative balance<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block\">7. Click <strong>Save<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"766\" height=\"352\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/Time-off-update.gif\" alt=\"\" class=\"wp-image-28069\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Review balance expiry settings&nbsp;<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Does this policy actually require an expiry rule?&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">If not, select <strong>Never expires<\/strong> option<\/li>\n<\/ul>\n\n\n\n<p class=\"tip translation-block\">More on <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/create-manage-time-off-policy#manage-time-off-balance\">expiry settings<\/a><\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"626\" height=\"1024\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/edit-policy-626x1024.png\" alt=\"\" class=\"wp-image-28073\" style=\"aspect-ratio:0.611329621494611;object-fit:cover;width:400px\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/edit-policy-626x1024.png 626w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/edit-policy-183x300.png 183w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/edit-policy-768x1256.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/edit-policy-939x1536.png 939w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/edit-policy-7x12.png 7w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/edit-policy.png 978w\" sizes=\"auto, (max-width: 626px) 100vw, 626px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Reset negative balance&nbsp;<\/h3>\n\n\n\n<p>When setting up a time off policy, you can choose to automatically clear the user&#8217;s negative time off balance at the end of each period (month or year).<\/p>\n\n\n\n<p class=\"note\">Reset negative balance is optional and is disabled by default.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"498\" height=\"858\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/create-policy.png\" alt=\"\" class=\"wp-image-28074\" style=\"width:400px\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/create-policy.png 498w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/create-policy-174x300.png 174w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/create-policy-7x12.png 7w\" sizes=\"auto, (max-width: 498px) 100vw, 498px\" \/><\/figure>\n\n\n\n<p class=\"translation-block\">If <strong>Reset negative balance<\/strong> is enabled, any negative time off accumulated will be wiped clean and set back to 0 at the end of the period.&nbsp;<\/p>\n\n\n\n<p class=\"tip\">This does not affect the user&#8217;s earned (positive) available balance.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What looks different<\/h2>\n\n\n\n<p>You will notice updated screens that make balance information easier to understand:&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Unified balance view<\/h3>\n\n\n\n<p class=\"translation-block\">We have simplified how totals are calculated by unifying positive and negative balances into a single amount. <br>For example, if a user has <strong>-5 days<\/strong> and you add <strong>10 days<\/strong>, their new balance will be <strong>5 days<\/strong>.<\/p>\n\n\n\n<p class=\"translation-block\">Any &#8220;leftover&#8221; amount from the previous version, it will appear as a <strong>separate negative balance<\/strong>. <\/p>\n\n\n\n<p><strong>To manage total balance<\/strong>: <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Check the <strong>Balance<\/strong> table for the total balance and any separate negative amount<\/li>\n\n\n\n<li class=\"translation-block\">Use <strong>Add to balance<\/strong> or <strong>Bulk edit<\/strong> to align the amount with your requirements<\/li>\n\n\n\n<li class=\"translation-block\">Open <strong>Balance history<\/strong> to see how these adjustments affect the total amount<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Balance table<\/h3>\n\n\n\n<p class=\"translation-block\">Balance table gives you a clear view of your available time off.<br>It displays <strong>total balance <\/strong>(current, unified amount of time off) + <strong>separate negative balance<\/strong> (appears if user has a \u201cleftover\u201d 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\/2025\/12\/new-time-off-balance-view-1024x285.png\" alt=\"\" class=\"wp-image-28081\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/new-time-off-balance-view-1024x285.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/new-time-off-balance-view-300x84.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/new-time-off-balance-view-768x214.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/new-time-off-balance-view-1536x428.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/new-time-off-balance-view-2048x571.png 2048w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/new-time-off-balance-view-18x5.png 18w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Balance details<\/h3>\n\n\n\n<p>Balance details table displays:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Accrued<\/li>\n\n\n\n<li>Used<\/li>\n\n\n\n<li>Available<\/li>\n\n\n\n<li>Negative days<\/li>\n\n\n\n<li>Upcoming accruals<\/li>\n\n\n\n<li>Whether negative days will reset<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Manage balance<\/h3>\n\n\n\n<p>Admins see all balance components in one place, including any remaining separate negative balance.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"576\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/manage-balance-new-1024x576.jpg\" alt=\"\" class=\"wp-image-28090\" style=\"width:784px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/manage-balance-new-1024x576.jpg 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/manage-balance-new-300x169.jpg 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/manage-balance-new-768x432.jpg 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/manage-balance-new-1536x864.jpg 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/manage-balance-new-2048x1152.jpg 2048w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2025\/12\/manage-balance-new-18x10.jpg 18w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Quick comparison guide: Balance calculation before &amp; after the update<\/h3>\n\n\n\n<p>The most significant change is how adding balance interacts with the existing negative balances.<\/p>\n\n\n\n<figure class=\"wp-block-table translation-block\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Feature<\/strong><\/td><td><strong>Before update<\/strong><\/td><td><strong>After update<\/strong><\/td><\/tr><tr><td><strong>Add to balance<\/strong> <strong>manually<\/strong><\/td><td><strong>Adds to the positive balance.<\/strong><br><br><em>Example: User has -5 days. You add 3 days. They now have 3 positive days and -5 negative days.<\/em><\/td><td><strong>Option to choose if it affects negative balance first.<\/strong><br><br><em>Example (if <strong>Affect negative balance<\/strong> is selected): User has -5 days. You add 3 days. Their balance is now -2 days.<\/em><\/td><\/tr><tr><td><strong>Balance visibility<\/strong><\/td><td>Negative balance wasn\u2019t visually separated from the positive balance on the UI.<\/td><td>Negative balance will be separated visually from the positive balance on the UI.<\/td><\/tr><tr><td><strong>Accruals\/Bulk adds<\/strong><\/td><td>All automatic accruals and bulk additions were added only to the positive balance.<\/td><td>All automatic accruals and bulk additions will affect the negative balance first.<\/td><\/tr><tr><td><strong>Individual negative<\/strong><\/td><td>Negative balance could only be configured at the policy level and was only visible after positive balance was fully used.<\/td><td>Ability to see a negative balance for individual users on the Balance tab.<\/td><\/tr><tr><td><strong>Negative reset<\/strong><\/td><td>All negative days were automatically reset\/deleted based on the policy&#8217;s limit period.<\/td><td>An option to reset all negative days will be available based on the limit period.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Exports<\/h2>\n\n\n\n<p class=\"translation-block\">CSV\/Excel files now include a <strong>Separate negative<\/strong> balance column.&nbsp;<\/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=\"9-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 policies<\/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\/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\/track-holidays-time-off\">Track holidays &amp; time off<\/a><br><\/li>\n<\/ul>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"In September 2025, we introduced updates to our Time Off feature. Since then, we&#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-28058","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\/28058","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=28058"}],"version-history":[{"count":34,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/28058\/revisions"}],"predecessor-version":[{"id":29798,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/28058\/revisions\/29798"}],"wp:attachment":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/media?parent=28058"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/categories?post=28058"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/tags?post=28058"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}