Archives: Knowledge Base

  • Can a manager view the balances of their team?

    Day Off allows managers to monitor their team’s time off balances so they can make informed approval decisions and avoid scheduling conflicts.

    Steps to Enable This Access

    To allow a manager to view team balances:

    • Go to Security
    • Go to Permissions
    • Create/edit a custom role
    • Enable permissions such as:
      • View employee data
      • View Leave Balances
      • Manage employee leave requests
    • Click Save

    Then assign this role to the manager:

    • Go to Employees Overview
    • Open the employee’s profile
    • Select the updated Role
    • Click Save
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    Summary

    • Managers can view their team’s leave balances
    • Available on both web and mobile
    • Helps with smarter approvals and better planning

    This ensures managers have the visibility they need to support their teams effectively.

  • Can I see my colleagues’ requests?

    Yes, employees can view their colleagues’ time off requests, depending on the visibility settings configured by the organization. This helps improve transparency and allows teams to plan better by being aware of who is off and when.

    For Employees

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    Employees can view their colleagues’ leave through the calendar or team view, making it easier to coordinate time off and avoid overlaps.

    • Open the Day Off app
    • Navigate to the Calendar or daschboard section
    • Browse through the dates
    • Approved time off requests from colleagues will appear directly on the calendar
    • You can see who is off on specific days, helping you plan accordingly
    • In some cases, you may also see the type of leave and the pending requests (depending on company settings)

    This visibility helps employees avoid submitting requests during already busy or understaffed periods.

    Visibility Limitations

    What you can see may vary based on your organization’s privacy settings:

    • You may only see requests from your team or department, not the entire company
    • Some organizations may hide leave types or specific details for privacy reasons
    • Pending or rejected requests may not always be visible

    These settings ensure a balance between transparency and employee privacy.

    For Admins

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    Admins have complete visibility and control over all employee leave requests, allowing them to monitor, manage, and take action when needed.

    • Open the Day Off dashboard
    • View all requests across different teams, departments, and locations
    • Easily identify request statuses such as approved, pending, or rejected
    • Select any request to open a detailed view
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    When clicking on a specific request, admins can access comprehensive information, including:

    • The leave type (e.g., annual, sick, etc.)
    • The selected dates and duration of the request
    • Any reason or notes provided by the employee
    • Attached documents, if submitted
    • The employee’s leave balance for each leave type

    In addition to viewing details, admins have full control over requests and can:

    • Edit the request if changes are needed
    • Delete the request if it was submitted incorrectly or is no longer valid

    Admins can also configure what employees are allowed to see in the calendar, ensuring that visibility settings align with company policies and privacy preferences.

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    Calendar Interaction

    The calendar provides an interactive and visual way for admins to explore and manage requests efficiently.

    • Open the calendar in the Day Off 
    • Navigate through dates to identify days with existing requests
    • Click on any specific date or request entry

    Once selected:

    • A detailed view will appear showing which employees are off on that day
    • Clicking on an individual request will reveal full request details, including leave type, dates, and any additional information
    • If available, admins can also review reasons, attachments, and leave balances directly from this view

    From the same interface, admins can take immediate action by editing or deleting requests, making the calendar not just a viewing tool but a central place for managing time-off across the organization.

  • How do blockout dates work?

    Blockout dates act as automated rules within the Day Off system that control how and when employees can request time off. Instead of relying on manual approvals alone, these rules proactively guide user behavior by restricting or limiting availability during specific periods.

    They are commonly used during high-demand business periods, important internal events, or any time when maintaining team availability is critical.

    How blockout dates are applied

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    When an admin creates a blockout date, it becomes an active rule that is immediately enforced across the system.

    • The admin defines key parameters such as the date range, type of restriction, and target audience (e.g., company-wide, specific teams, or locations)
    • Once saved, the blockout is automatically reflected in the calendar, making it visible to all affected users
    • The system continuously checks all leave requests against these rules in real time

    This means that employees do not need to guess availability, any restriction is clearly enforced and communicated during the request process. The automation reduces errors, avoids conflicts, and ensures consistency in how time off policies are applied.

    Types of blockout behavior

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    Blockout dates can be configured in different ways depending on how strict the organization needs to be during a given period.

    Fully blocked (No requests allowed)

    In this mode, the blockout acts as a strict restriction:

    • Employees are completely prevented from selecting or submitting requests for the affected dates
    • The days appear grayed out in the calendar when is the employee is trying to add a request, clearly signaling that they are unavailable
    • This approach is typically used during critical operations such as major deadlines, peak seasons, or company-wide events

    Because the restriction is absolute, it eliminates any risk of understaffing during these periods.

    Limited (Restricted number of requests)

    This option introduces controlled flexibility:

    • Admins define a maximum number of employees who can be off during the selected period
    • The calendar displays these dates with an orange dot, indicating that availability is limited but not fully blocked
    • Employees can still submit requests as long as the defined limit has not been reached
    • Once the limit is met, the system automatically prevents additional requests or displays a warning

    This setup is ideal for maintaining a minimum workforce while still allowing some employees to take time off.

    How it affects employees

    From the employee’s perspective, blockout dates are seamlessly integrated into the request flow.

    • The employee selects dates from the calendar
    • The system instantly evaluates whether a blockout rule applies
    • Based on the configuration:

      • The date may be unavailable and unselectable
      • The date may be available with limitations
      • A warning message may appear if the request exceeds allowed limits

    Additionally, employees can click on any marked date to view detailed information, including the reason for the blockout, who it applies to, and any specific conditions. This transparency helps employees understand restrictions rather than encountering unexpected rejections.

    How it helps organizations

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    Blockout dates are a powerful tool for balancing operational needs with employee flexibility.

    • They prevent scheduling conflicts by ensuring too many employees are not off at the same time
    • They protect critical business periods, ensuring sufficient staffing when it matters most
    • They reduce administrative workload by automating restrictions instead of relying solely on manual approvals
    • They increase transparency, as employees can clearly see and understand restrictions in advance

    By using blockout dates effectively, organizations can maintain smooth operations while still providing a fair and structured approach to managing time off.

  • How to create different roles and access levels in Day Off?

    You can create and customize roles in Day Off to control what each user can access and manage.

    Steps to Create a Custom Role

    To add a role:

    • Go to Security
    • Navigate to Permissions
    • Click on “Add Role”
    • Enter a role name (e.g., HR, Supervisor, Auditor)
    • Select the required permissions
    • Click Save
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    How Permissions Work

    • The Admin role includes all permissions
    • When creating a new role, you can:
      • Select specific permissions from the full list
      • Grant limited or partial access
      • Customize what users can see and do

    This allows you to create roles tailored to different responsibilities.

    Assign Role to Employees

    After creating the role:

    • Go to the Employees Overview
    • Open the employee’s profile
    • Select the Role field
    • Choose the new role
    • Click Save

  • How to prevent overlapping holidays/leave requests?

    Preventing overlapping leave requests is essential to ensure adequate team coverage and avoid operational disruptions. Day Off provides built-in controls to help manage and limit the number of employees who can take time off at the same time.

    How to create a blockout date

    Creating a blockout date allows administrators to control when employees can (or cannot) request time off. This can be used to fully restrict leave during critical periods or to limit the number of employees who can be off at the same time.

    Step-by-step guide

    • Open the Day Off dashboard
    • Navigate to Settings from the main menu
    • Select Blockout Dates to access all existing configurations
    • Click on Add Blockout Date to create a new restriction
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    Configure the blockout details

    Once the configuration window opens, you will need to carefully define each field to ensure the blockout behaves exactly as intended:

    Period name / reason

    This field allows you to assign a clear and meaningful name to the blockout period.

    It’s recommended to use descriptive labels such as “Year-End Closing”, “Black Friday”, or “Internal Audit”, as this name will be visible to employees when they view the calendar. A well-defined reason helps employees understand the purpose of the restriction and reduces confusion or unnecessary requests.

    Select blockout date

    Here, you define the exact date range for the blockout by selecting a start and end date.

    This range determines when the restriction will be active. It can be a single day (e.g., for an important meeting) or span multiple days or weeks (e.g., peak business periods or holidays). Choosing the correct range is important to ensure coverage without being overly restrictive.

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    What is the requests limit?

    This is one of the most important settings, as it defines how strict the blockout will be:

    • No Requests (Fully blocked)
      Selecting this option completely prevents employees from requesting time off during the selected period. These dates will appear as unavailable (grayed out) in the calendar and cannot be selected at all.

    • Limited Requests (Set a number)
      By entering a specific number, you allow only a limited number of employees to take time off during that period.

      For example, setting the limit to “2” means only two employees can be off at the same time. Once this limit is reached, additional requests will be automatically restricted or blocked.

    This option is particularly useful when you want to maintain minimum staffing levels without fully restricting time off.

    Leave types

    In this section, you can specify which types of leave the blockout applies to.

    For example, you may want to restrict annual leave during busy periods while still allowing sick leave or other urgent leave types. This level of control ensures that essential or unavoidable absences are still permitted while managing planned time off.

    Applied to

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    This setting allows you to control who is affected by the blockout:

    • All company: Applies the blockout to every employee across the organization

    • Location: Limits the restriction to a specific office or geographic location

    • Team: Applies only to selected teams or departments

    This flexibility is especially useful for organizations with multiple teams or locations that operate independently or have different peak periods.

    Finalize the setup

    • Review all the configured details to ensure accuracy
    • Click Confirm to save and activate the blockout date

    Once saved:

    • The blockout will immediately appear on the calendar with its visual indicators
    • Employees will see the restriction when selecting dates
    • The system will enforce the defined rules automatically (either blocking or limiting requests)

    By carefully configuring each field, admins can create precise and effective blockout rules that balance operational needs with employee flexibility, ensuring smooth scheduling across the organization.

  • How to set departments/Teams?

    You can easily create and manage departments or teams in Day Off to organize your employees and streamline approvals.

    Steps to Create a Team

    To add a new team:

    • Go to Company Settings
    • Go to the Teams / Departments section
    • Click on “Add Team”
    • Enter the team name (e.g., Marketing, HR, Engineering)
    • Add the approvers and watchers
    • Click Save
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    You can assign employees to specific teams:

    • Go to the employees’ overview 
    • Select the employees you want to assign to same team
    • Click on bulk action
    • Click on assign to team 
    • Choose the team
    • Click confirm 
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  • Can employee request time off during blockout dates?

    Employee ability to request time off during blockout dates depends on how each blockout period is configured by administrators. The system supports different levels of restriction, which are clearly reflected in the calendar:

    Fully Blocked Blockout Dates

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    • These dates are completely restricted, meaning employees cannot submit any time off requests.
    • They appear in the calendar with a gray dot and are not selectable.
    • This is typically used for critical business periods where full staffing is required (e.g., peak seasons, major events, or deadlines).
    • The system will prevent any attempt to select or submit requests for these dates by an employee.

    Partially Restricted Blockout Dates

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    • These dates allow limited availability for time off requests.
    • They are marked with an orange dot in the calendar.

    Employees may still select these dates and submit a request; however:

    • Approval is not guaranteed
    • Requests may be reviewed more strictly
    • Limits may apply based on team capacity or quotas

    System Feedback & Validation

    When selecting dates, the system provides real-time visual indicators (gray and orange dots) to guide employees before submission.

    If a request includes restricted dates:

    • Fully blocked dates will prevent submission entirely
    • Partially restricted dates may trigger a warning message

    Admin Override

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    • In special cases, administrators have the ability to override the restriction from their end.
    • Even if a date is fully blocked, an admin can manually create or approve a time off request on behalf of an employee.
    • This ensures flexibility for exceptional situations while maintaining overall control of blockout policies.

    Best Practices for Employees

    • Always check the calendar indicators before submitting a request
    • Plan ahead, especially during known high-demand periods
    • If unsure, consult your manager or HR team for clarification on availability

    This approach ensures transparency while allowing organizations to maintain operational continuity during critical periods.

  • Can admins override blockout dates?

    Yes, administrators can override blockout dates when needed. This feature is designed to handle exceptional situations while still keeping blockout rules in place for general use.

    For Admins

    Admins can override blockout dates by creating a time-off request directly on behalf of employees.

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    To override for a single employee:

    • Open the Day Off dashboard
    • Go to the Employees list
    • Click on the employee’s name to open their profile
    • Under the profile picture, click Add Day Off
    • Select the leave type and choose the requested dates
    • If the selected dates fall within a blockout period, the system will display a warning
    • Confirm the action to proceed with the override

    The request will be created successfully despite the blockout restriction.

    To override for multiple employees:

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    • Open the Employees list
    • Select the checkbox next to each employee you want to include
    • Click on the Bulk Actions button
    • Choose Add Day Off
    • Select the leave type and enter the requested dates
    • If the dates fall within a blockout period, a confirmation message will appear
    • Confirm the action to proceed

    Once completed, the request will be applied to all selected employees, and they will be notified that a day off request has been added on their behalf.

    For Employees

    Employees cannot override blockout dates themselves.

    • If they attempt to request time off during a blockout period, the system will either warn them or prevent submission
    • In such cases, they need to contact an admin or manager to request an exception

    Calendar View (For All Users)

    Blockout dates remain visible in the calendar for transparency:

    • Open the calendar in the Day Off app
    • Blockout dates will appear highlighted
    • Click on any blockout date to view more details
    • Approved overrides may still appear as scheduled time off on those dates

    This flexibility allows administrators to handle urgent or exceptional requests without compromising overall scheduling rules. By keeping blockout dates visible while still permitting controlled overrides, the system ensures both consistency and adaptability in managing time off across the organization.

  • How do I add employees to my team?

    You can easily add employees to your team in Day Off through the web platform, whether individually or in bulk by importing employees.

    Add Employees Individually

    To add a single employee:

    • Go to the Employees Overview
    • Click on “Add Employee”
    • Enter the employee’s details (name, email or phone number, etc.)
    • Assign role, team, location, leave policy and approvers
    • Click Save

    If you add the employee using their phone number, they will not receive an invitation email

    Add Multiple Employees (Import)

    To add many employees in one step:

    • Go to the Employees Overview
    • Click on Import Employees
    • Download the blank Excel template file 
    • Fill in your employees’ details in the file
    • Save the file 
    • Upload the completed file
    • Click Upload

    All employees will be added in one step

    What Happens Next

    • Employees are added with the provided details
    • Employees recieve an invitaion email with a temp. password to activate their account 
    • They can access Day Off