Archives: Knowledge Base

  • What should I do if I lose access to my authenticator app?

    Losing a phone, upgrading to a new device, or accidentally deleting your authenticator app can temporarily lock you out of your Day Off account. Because Two-Factor Authentication (2FA) is enforced organization-wide for security, you won’t be able to bypass the 6-digit verification code screen on your own.

     

    Instructions for Employees

    If you lose access to your authenticator app, you cannot reset your security settings yourself. To regain access, follow these steps:

    1. Contact your internal Day Off Administrator: Reach out to your HR manager, IT team, or whoever manages your company’s Day Off workspace subscriptions.

    2. Request a 2FA Reset: Ask them to temporarily disable and re-enable 2FA specifically for your individual profile.

    3. Set up 2FA Fresh: Once the admin notifies you that the reset is complete, log into Day Off using your regular email and password. The system will treat you like a new user and prompt you with a fresh QR code to pair with your new authenticator app.

    Instructions for Administrators (How to Reset an Employee’s 2FA)

    When an employee is locked out, you can easily reset their 2FA security pairing without affecting the rest of the company.

    Step-by-Step Recovery Method:

    1. Log into Day Off with your administrator account.

    2. Go to your team or employee directory panel and open the Profile of the locked-out employee.

    3. Locate the security settings within their profile and click Disable two-factor authentication. This instantly clears their old, lost authenticator link.

    4. Immediately click Enable two-factor authentication on their profile again.

    Why re-enable it right away? By disabling and then immediately re-enabling 2FA from the admin side, you wipe out their old mobile device link while ensuring their account remains protected. The very next time they log in, Day Off will force them to scan a new QR code to set up their new authenticator app securely.

  • How to set up Two-factor Authentication?

    Enabling 2FA is a global setting. Once activated, it applies to all users within your Day Off company. Administrators can however disable it for specific users individually from their employee profile.

    Step-by-Step Instructions:

    • Log in to your Day Off account using your administrator credentials.

    • Navigate to the sidebar and select Security.

    • Locate and click on the Two-Factor Authentication card.

    • Click the Toggle Switch to turn the feature ON.

    • A confirmation dialogue will appear warning you about user logouts. Click Confirm to finalize the activation.

    ⚠️ Important Note: The moment you confirm this setting, all active users (including yourself) will be instantly logged out of Day Off. This is a security measure to ensure everyone sets up their secondary authentication method upon their next login.

    What happens next?

    1. Forced Session Logout

    Every team member currently active in the application will be logged out of their session. They will be redirected to the main login screen.

    2. Mandatory 2FA Setup on Next Login

    When users attempt to log back in with their standard email and password, Day Off will halt the login process and prompt them to configure their 2FA.

    • The Setup Process: Users will be presented with a setup screen (typically displaying a QR code). They will need an authenticator app (such as Google Authenticator, Microsoft Authenticator, or 1Password) on their mobile device to scan the code and link their account.

    • Verification: After scanning, they must enter the temporary 6-digit verification code generated by their app to complete the setup.

    3. Subsequent Logins

    For all future logins, after entering their password, users will simply be prompted to enter the rotating 6-digit verification code from their mobile authenticator app to grant them access to Day Off.

  • How can I setup SMTP settings?

    Admins can configure custom SMTP settings to send system notifications directly from their own company email domain rather than the default Day Off servers.

    To set up your custom SMTP configuration:

    1. Go to Settings and select Email configurations.

    2. Navigate to the SMTP settings tab.

    3. Toggle off the Use Day Off email settings option to enable custom configuration.

    4. Enter your email server details into the provided fields:

      • Host: Your SMTP server address.

      • Port: The specific port used by your SMTP server.

      • Username: The username for your email account (usually the email address itself).

      • Password: The password for your email account.

      • From: The email address that will appear as the sender on all outgoing notifications.

    5. Click the Test connection link to verify that your details are entered correctly and the server is communicating properly.

    6. Click Save to apply your new settings.

  • How to customize the email notifcations content?

    Admins can easily customize the automated emails sent to employees and approvers for different use cases. they can customize them to change teh language for example or to ann any extra information they need. 

    To customize an email template:

    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

     

    1. Go to Settings and select Email configurations.

    2. Locate the specific email template you want to change from the list of approver and employee notifications.

    3. Click the Edit icon next to the required email.

    4. Modify the Subject line and the Email body to fit your needs.

    5. Insert dynamic variables (such as the employee’s name, approver’s name, or request period) to automatically personalize the content of the message before saving.

    6. If you ever need to revert your changes and go back to the original template, simply click Reset to default.

  • How do I check public holidays and weekends?

    You can easily view public holidays and weekends in Day Off through the calendar and the official holidays section. This helps you plan your time off more effectively and avoid scheduling conflicts.

    To check public holidays and weekends on the web:

    • View the calendar on your dashboard
      On your dashboard, you’ll find the calendar view (month, week, or day). This calendar gives you a visual overview of all working and non-working days.
    • Identify weekends in the calendar
      Weekends are automatically highlighted in a grayed-out color, making them easy to distinguish from regular working days. This helps you quickly recognize non-working days at a glance.
    • Check public holidays in the calendar
      Public (official) holidays are displayed directly on the calendar and are highlighted in yellow, so you can easily spot them when planning your leave.
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    • Go to “Official holidays” for a full list
      From the side menu, click on Official holidays. This section provides a complete list of all public holidays for the year, including their dates and duration.

    • Review holiday details
      In the Official holidays page, you can see each holiday clearly listed with its name and date, helping you stay informed about upcoming non-working days.

    To check public holidays and weekends on mobile:

    • View public holidays in the calendar
      Official holidays are displayed directly on the calendar and highlighted with a grey dot, making them easy to identify while browsing or planning your time off.

    • Tap on a holiday for more details
      Tap on any highlighted holiday to view additional details, such as the holiday name and date.

    • Access the full official holidays list
      From the menu at the bottom of the screen, tap on Settings, then select Official holidays. This will open a complete list of all public holidays for the year, including their names and dates.

    If you have any questions about public holidays or notice any missing information, please reach out to your HR administrator for assistance.

    Regularly checking the calendar and official holidays list helps you stay informed and plan your time off more efficiently.

  • Can I temporarily edit an employee’s work schedule?

    Yes, admins can temporarily edit an individual employee’s work schedule to adjust their hours, change a working day to a non-working day, or vice versa.

    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

    To temporarily edit a schedule:

    • From the Employees list, open the required employee’s profile.

    • Navigate to the Work schedule tab.

    • If the employee is assigned to an hourly schedule, you will see a calendar view displaying the working hours for each day.

    • Click on the specific day you want to edit. A pop-up will appear with the default work hours, allowing you to do any of the following:

    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

    • Change the default work hours: Adjust the specific times or total hours for that day.

    • Change the schedule type: Switch that specific day from fixed hours to flexible hours, or vice versa.

    • Make it a non-working day: Delete the work hours to turn it into a day off.

    • Make a non-working day a working day: Add work hours to a day that is normally scheduled as a weekend or non-working day.

  • Can I customize schedules for part-time or remote employees?

    Yes, admins can create and assign different work schedules tailored to specific employee groups, such as full-time, part-time, or remote staff.

    To customize and assign these schedules:

    1. Go to Settings and select Work schedules.

    2. Create the necessary work schedules, defining the required working days and hours for each specific group.

    3. Assign these new schedules to the relevant employees, either individually from their profiles or by using the bulk actions from the Employees list.

  • How do I view my leave history?

    Viewing your leave history allows you to keep track of all your past and current requests, helping you stay organized and review your time off over different periods.

    To view your leave history on the web:

    • Go to “My requests”
      From your dashboard, click on My requests. This will take you to a page that displays all your submitted leave requests for the current year, along with the status of each request (such as Pending, Accepted, or Rejected).
    • Understand your requests list
      On the Leave requests page, you’ll see a complete list of your requests, including important details like leave type, number of days, and request dates. This gives you a clear overview of your time off activity throughout the year.
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    • Use the filter to view other years
      At the top of the page, you’ll find a filter option that allows you to change the time period. You can use it to view your requests from previous years or even check requests planned for the next year, making it easy to navigate across different timeframes.

    • Click on “View details” for more information
      Select View details next to any request to open a detailed view. Here, you can see additional information such as approval steps, timestamps, and any actions taken on the request.

    To view your leave history on mobile:

    • Go to “Balance”
      From the menu at the bottom of the screen. Tap on Balance. This section not only shows your leave balances but also gives you access to your leave history.

    • Use the yearly filter
      At the top of the screen, you’ll find a yearly filter. Use it to switch between different years and view your requests for a specific time period.
    Leave balance overview in Day Off app showing remaining PTO days, sick leave and vacation entitlements – Day OffDay Off
    • Scroll to view your requests
      Scroll down through the page to access your full list of submitted requests. As you navigate, you’ll see each request clearly displayed with its current status (such as Pending, Accepted, or Rejected), along with key details like the leave type, selected dates, and duration. This layout makes it easy to review your past and current requests at a glance and understand their progress.

    • Tap on a request for more details
      Tap on any individual request to open a detailed view. In this section, you’ll find more in-depth information, such as the full request timeline, approval status, and any updates or actions taken. This helps you better understand the outcome of each request and track any changes or approvals made.

    If you need clarification about any request or notice missing information, please contact your manager or HR administrator. Regularly reviewing your leave history helps you stay organized and maintain accurate records of your time off.

  • How can I update my billing information?

    Admins can update payment methods and company billing details at any time. The information provided here will automatically be included on all of your future invoices.

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    Update/Add a New Payment Method

    1. From the admin dashboard, go to the Billing page.

    2. Scroll down to the Credit/Debit cards section.

    3. Click Add credit card to enter your new payment details.

    Update Your Billing Information

    Admins can update their company’s billing details at any time. The information provided here will automatically be included on all of your future invoices.

    1. From the admin dashboard, go to the Billing page.

    2. Scroll down past the payment methods to the billing information section.

    3. Edit your specific billing details, which include your:

      • Company name

      • Billing email

      • Country

      • Billing address

      • Tax ID