Request and approve time off

People ask for time off from their Me pages (in the admin or on the website). Their manager gets an email, approves or declines it, and the person is emailed the answer. Everyone can see who's out on the calendar.

Ask for time off

1. Go to Team → Time off and click Request time off (or use Me → My time off).
2. Choose the Kind of time off (1). The list shows how many days are available.
3. Choose the First day (2) and Last day (3).
4. For a half day, tick Afternoon only on the first day (4) or Morning only on the last day.
5. Add a Note if you like, for example who covers for you.
6. Click Send the request (5).

Weekends of the person's work week and holidays aren't counted, so a request over a holiday uses fewer days. Overlapping requests and requests with no work days are refused.

If the request is more than the balance, it's still sent: the manager decides. For kinds that don't need approval, the time off is approved at once.

Cancel

People can cancel their own time off before it starts: Me → My time off, then Cancel next to it. Once it has started, their manager or a Team manager cancels it.

Approve or decline

The request goes to the person's manager. If they have no manager, it goes to the Team managers. Approvers see a red number on Team in the sidebar and on the Time off tab, and get the A time-off request to approve email.

1. Go to Team → Time off → Requests.
2. Under Waiting for you (1), each request shows the dates, the days it uses and the Balance after.
3. Type a Reason if you like (it's sent to the person).
4. Click Approve (2) or Decline (3).

The person gets the Time off approved or declined email. Decided requests move to Recently decided. The day before someone's time off starts, their manager gets a reminder.

Add time off for someone

Someone called in sick? Team managers add it for them, approved at once:

1. On Team → Time off, click Add time off for someone.
2. Choose Who (1) and the Kind of time off (2), and the dates.
3. Click Add time off (3).

Who's out

Team → Time off opens on Who's out: who's out today, and a calendar.

• Switch between Month and Week, and move with ‹ and ›.
• Choose a department or location and click Show.
• Holidays show in grey italics, with their location.

Everyone sees who's out. Team members see only "Out"; managers see the kind of time off for their own team, and Team managers for everyone. The Dashboard has a Who's out card too.

Balances

Team → Time off → Balances (managers and Team managers) shows, for each person and each kind of time off, the days still available and the days taken in this allowance year. Requests waiting for approval already count. Download it as Excel or CSV.

Add who's out to your calendar

1. Go to Team → Time off → Calendar feed.
2. Click Copy (1) next to Everyone's "Out" days, or next to Just your team if you're a manager.
3. In Google Calendar: Other calendars → + → From URL, then paste the address. In Outlook: Add calendar → Subscribe from web.

Your calendar app then shows who's out and updates by itself.