Archives: Knowledge Base

  • How to Add an Employee Handbook

    Day Off uses AI to generate a customized employee handbook PDF based on your company data and leave policies, found under AI tools in the left-hand menu.

    Steps to Create One

    Click AI Tools in the left menu, then select the Employee Handbook card. This opens a builder where you choose which sections to include, such as Objective & vision, Company overview, Code of conduct, Working hours and attendance, Benefits and compensation, and Health and safety. Each section has a toggle to turn it on or off and an “Autogenerate” option, meaning the AI will write that section’s content for you. One section, Leave policy and time off, is always included automatically since it pulls directly from your configured leave policies.

    Customizing Further

    You can reorder sections using the drag handles, add entirely new custom sections with + Add section, or Upload handbook PDF if you already have an existing handbook you’d like to bring in instead of generating one from scratch.

    Generating and Downloading

    Once you’re happy with the section setup, clicking Make handbook with AI generates the document. A preview appears below with Download and Open buttons so you can save or view the finished PDF.

     

  • What Is the Shift Planner?

    The Shift Planner is a scheduling feature in Day Off that gives you a week-by-week calendar view of your entire team’s work schedules in one place.

    How It Works

    It displays a grid with employees listed on one side and the days of the week across the top. Each box shows what that person is doing that day, like working a shift, working from home, on approved leave, or off for a holiday. Colors are used to tell these apart at a glance, and you can move forward or back to see other weeks.

    Filtering

    You can filter the view by employee name, team, location, or work schedule, so you can quickly focus on one person, group, or office instead of scrolling through everyone.

    Why It’s Useful

    The Shift Planner makes it easy to see who’s working, who’s remote, and who’s off, all in one simple view, helping managers plan schedules and coverage without checking multiple places.

  • Can I view my employees’ tracked time or time worked on a specific project

    Day Off’s time tracking module allows administrators to view how much time employees have logged, both overall and filtered down to a specific project.

    Where to Find It

    In the left-hand menu, expand Time, then select Reports. This section offers two report views:

    Summary view displays total tracked time across the team as a chart, along with key stats like total employees and hours logged.

    Detailed report view shows a line-by-line breakdown of individual time entries, including the employee name, project, task, date, time range, and duration for each logged session.

    Filtering by Employee or Project

    Both report views include a filter bar with the following options: Name (employee), Client, Project, Task, Team, Location, and Description. To see time logged by a specific employee, select their name under the Name filter. To see time tracked on a specific project, select it under the Project filter. After choosing the desired filters, click Filter to update the report.

    Exporting Data

    From the Detailed report view, results can be printed directly or exported to Excel using the Export excel button, making it easy to share or archive time tracking data for a specific project or employee.

  • Can I select a reset date for each leave type individually, for instance vacation to reset in January and sick leave to reset on the employee’s anniversary?

    Yes, this is fully supported. Day Off allows you to configure the balance reset date independently for each leave type within a policy, rather than forcing every leave type to follow a single company-wide reset schedule.

    Where to Configure This

    Go to Settings & integrations → Settings, then open Leave policies. Inside a policy, each leave type listed, like Annual Leave, PTO, or Sick Leave, has its own pencil/edit icon. Clicking it opens a configuration panel for that specific leave type, with a Leave balance tab containing a Balance Reset section.

    The Three Reset Options

    Screenshot of the Day Off app's Balance Reset settings showing radio button options for default company reset, specific month, or employee anniversary date

    Within each leave type’s settings, you’ll find three mutually exclusive choices: Default company reset, which uses the standard reset month set for the whole company (in this case, January); Specific month, which opens a dropdown letting you choose any month of the year as the reset point for that particular leave type; and Employee anniversary date, which automatically resets the balance based on each individual employee’s hire date rather than a fixed calendar date.

    Example

    To achieve the setup you described, you would open the Annual Leave (vacation) type and select Specific month, choosing January from the dropdown. Separately, you would open the Sick Leave type and select Employee anniversary date instead. Since these settings are configured per leave type rather than globally, both rules can coexist within the same leave policy without conflict.

    Saving Your Changes

    After selecting the appropriate reset option for a leave type, click Save to apply it. Repeat this process for each leave type you want to customize, since each one retains its own independent reset configuration.

  • Is Leo available 24/7, or does the “Online” status mean it depends on availability?

    Leo is an automated AI assistant, not a live support agent, so it doesn’t follow working hours.

    When can I use Leo?

    You can open Leo at any time by clicking Ask Leo in the top bar of the Day Off web app, day or night.

    When to contact the support team instead

    Leo’s answers are AI-generated and may not always be accurate. If you need help with your specific account, billing, or an issue Leo can’t resolve, click Support in the top bar to reach the Day Off team.

  • Does Leo have access to my company’s specific policies and data, or does it give generic answers?

    Understanding whether Leo tailors its responses to your specific company setup is important for knowing how much to rely on it versus when to look elsewhere for answers.

    How it works

    Leo answers questions using general knowledge about how the Day Off platform works as a product, rather than pulling from your company’s actual internal setup, such as your specific leave policies, team structure, or configured settings.

    Why This Happens

    This makes sense given that Leo functions as a product assistant rather than a system with visibility into your organization’s private data. It can explain how features work and where to find them within Day Off, but it cannot see or reference your company’s unique configurations, records, or internal decisions, since that information isn’t something the chat assistant has access to.

    When to Use Support Instead

    For questions that depend on your company’s specific setup, such as your organization’s particular leave policy rules, custom settings, or account-level details, reaching out through the Support link in the top bar of the app is a more reliable path, since human support staff can access and reference your actual account information.

  • Can I clear or delete my chat history with Leo?

    If you want to start over or ask a new, unrelated question, you can start a fresh conversation with Leo.

    Starting a new chat

    1. Open Leo by clicking Ask Leo in the top bar.
    2. In the top-right corner of the Leo panel, click the New chat icon (the speech bubble with a plus sign, next to the X).

    What happens

    Leo clears the current conversation from the panel and returns to its welcome screen with the suggested questions, so you can start fresh.

  • How do I close the AI chat window?

    When you’re finished with Leo, you can close the panel in one click.

    Steps to close

    1. Look at the top-right corner of the Leo panel.
    2. Click the X (Close chat) icon.

    The panel closes and you return to the full view of the page you were on.

    Reopening Leo

    To ask another question later, click the Ask Leo button in the top bar again.

  • What kind of questions can I ask Leo, the virtual assistant?

    Leo is designed to help you understand and navigate the Day Off platform.

    Good questions to ask Leo

    • How to set up features, for example: “How can I set up time tracker?”, “How do I invite employees?” or “How do I set up a leave policy?”
    • Where to find a page or setting in the app
    • How a feature works, such as leave policies, accruals, approvals, or blockout dates

    How to ask

    Click Ask Leo in the top bar, then pick one of the suggested questions or type your own in the Ask Leo anything… box.

    What Leo can’t do

    Leo gives guidance; it doesn’t make changes to your account for you. For account-specific questions or issues, use the Support link in the top bar.