Archives: Knowledge Base

  • How do accrual rules work in a leave policy?

    Accrual rules allow you to distribute leave balances gradually over time, rather than granting the full entitlement upfront. This helps organizations manage leave more effectively by allocating time off based on a defined schedule.

    How accruals work

    When accruals are enabled, the total leave balance is divided across a specific period (typically a year) and added incrementally according to the selected accrual settings.

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

    Steps to configure accrual rules

    • Go to Settings.
    • Navigate to Leave Policies, click on the edit icon near the required policy.
    • Click the edit icon next to the leave type you want to configure.
    • From the left-side menu, select Accruals.
    • Enable the Accruals toggle.
    • Choose the Accrual Type (e.g., weekly, biweekly, monthly, or semimonthly).
    • Select the accrual day.
    • Choose whether leave should accrue at the start or end of each cycle. 
    • Review the next accrual date and accrual summary displayed.
    • Click Save to apply your changes.

    What does this mean for employees?

    Instead of receiving their full leave balance at once, employees will earn leave progressively based on the defined accrual schedule. For example, if a policy is set to weekly accruals, a portion of the total leave will be added each week.

    How can admins view and adjust accrued leave for an employee?

    Admins have full visibility and control over how much leave an employee has accrued, what they are expected to accrue next, and when it will be granted.

    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off
    • Go to the Employees list.
    • Click on the employee to open their profile.
    • Navigate to the Balance section.
    • Enable the Customization toggle.
    • Click the edit icon next to the leave type you want to manage.
    • Adjust the leave quota as needed, this will automatically update the accrued amount for that employee.

    Once customization is enabled, the system will reflect the updated balance based on your manual adjustments.

    To revert back to the default policy: Disable the Customization toggle.

    When turned off, the employee’s leave balance will be recalculated based on the original leave policy and accrual rules they are assigned to.

    How can employees track their accrued leave?

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

    Employees can easily track their accrued leave and view detailed information about their balance directly from their profile.

    • Go to the Balance section.
    • Click on any leave type assigned to you.

    A detailed view will be displayed, including:

    • The amount accrued so far
    • The total leave quota for the year
    • The next accrual amount
    • The next accrual date (when the leave will be added)
    • Any manual adjustments made by admins
    • The amount of leave already used

    This transparency allows employees to clearly understand how their leave is accumulating and plan their time off more effectively.

    By using accrual rules, you can manage leave in a simple and organized way. Admins can easily control and adjust balances when needed, and employees can clearly see how much leave they have and how it grows over time. This makes planning time off easier and keeps everything clear for everyone.

  • How to set a notice period for leave requests?

    Setting a notice period helps ensure that leave requests are submitted in advance, giving managers enough time to review and plan accordingly. You can easily configure this from the leave policy settings.

    Steps for Setting Leave Request Notice Periods

    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off
    • Go to Settings.
    • Navigate to Leave Policies.
    • Click the edit icon next to the leave type you want to update.
    • From the left-side menu, select Restrictions.
    • Enable the toggle for Request Notice Period.
    • Set the notice period in days or hours, based on your preference.
    • Click Save to apply your changes.

    Once enabled, employees will only be able to submit leave requests that meet the defined notice period.

    What happens if the notice period is not met?

    If an employee tries to submit a leave request that does not meet the defined notice period, they will receive an error message and will not be able to proceed with the request until it complies with the policy.

    Can admins override the notice period?

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

    Yes, admins can override this limitation and submit leave requests on behalf of employees, even if the notice period is not met.

    • Go to the Employees list.
    • Click on the employee to open their profile.
    • Click Add a Day Off (located under the employee profile picture).
    • Select the leave type and the dates.
    • An error message will appear indicating that the request exceeds the notice period.
    • Click Confirm to proceed.
    • Submit the request.

    This allows admins to handle urgent or exceptional cases without being restricted by the notice period policy.

    By setting up a notice period, you can maintain better visibility and planning for upcoming absences, while still giving admins the flexibility to manage urgent or exceptional requests when needed.

  • How do I submit a leave request?

    Submitting a leave request in Day Off is quick and simple, whether you’re using the web or mobile app.

    Steps to Submit a Request

    To request time off:

    • Go to the dashboard
    • Click on “Add new”
    • Click on “Request day off”
    • Select the leave type (e.g., vacation, sick leave)
    • Choose the start and end date
    • Add a reason (optional)
    • Click Submit Request
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

    What Happens Next

    • Your request is sent to the assigned approver(s)
    • It goes through the approval workflow (Step 1 → Step 2, if configured)
    • You’ll receive a notification once it’s approved or rejected

    If the leave type auto approval, the request will be accepted instantly.

    Web & Mobile

    • You can submit requests from both the web version and mobile app
    • The process is the same and fully synced
    Leave management screen in Day Off app showing employee time off requests, approvals and absence tracking – Day OffDay Off
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off
    Day Off integrations with Slack, Google Calendar and other tools for seamless leave management – Day OffDay Off

  • How to set a shift-based schedule?

    Day Off supports Rotating shifts. This works like a fixed hours schedule, but allows admins to create multi-week cycles where working days and hours can change each week.

    Work schedule and shift planning screen in Day Off app for employee roster management – Day OffDay Off

    Admins can set shift-based schedules using the Rotating shifts option within the advanced schedules:

    1. Go to Settings and select Work schedules.

    2. Add a new schedule or edit an existing one.

    3. Enable the Advanced work schedule toggle.

    4. Select Rotating shifts.

    5. Toggle ON the working days and leave weekends toggled OFF.

    6. Enter the start and end times for the workday (e.g., 9:00 AM to 5:00 PM).

    7. To add a break, click the + icon to split the day into two periods (e.g., 9:00 AM to 1:00 PM, and 2:00 PM to 5:00 PM).

    8. Click the Copy icon next to the first day to apply these times to the rest of the week.

    9. Click Add new week to build the next week in the rotation.

    10. Repeat the previous steps to set the times for the new week, then click Save.

  • How to set a flexible hours schedule?

    Admins can add a flexible hours schedule to define the total number of hours an employee must work per day. The system will then use this to deduct from their hourly leave balance accordingly.

    Work schedule and shift planning screen in Day Off app for employee roster management – Day OffDay Off

    To create a flexible hours schedule:

    1. Go to Settings and select Work schedules.

    2. Add a new schedule or edit an existing one.

    3. Enable the Advanced work schedule toggle.

    4. Select Flexible hours.

    5. Toggle ON the working days and leave weekends toggled OFF.

    6. Enter the required number of working hours per day and click Save.

  • How to set the working hours?

    Admins can set specific working hours using the Fixed hours option within the advanced schedules.

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

    1. Go to Settings and select Work schedules.

    2. Add a new schedule or edit an existing one.

    3. Enable the Advanced work schedule toggle.

    4. Select Fixed hours.

    5. Toggle ON the working days and leave weekends toggled OFF.

    6. Enter the start and end times for the workday (e.g., 9:00 AM to 5:00 PM).

    7. To add a break or lunch, click the + icon to split the day into two periods. For example, set 9:00 AM to 1:00 PM, and 2:00 PM to 5:00 PM. The unscheduled hour from 1:00 PM to 2:00 PM acts as the break.

    8. Click the Copy icon next to the first day to easily apply these times to the rest of the week.

  • How to set different working days for different employees?

    Admins can set different working days by assigning employees to specific work schedules. This can be done individually from an employee’s profile or by using bulk actions.

    To assign a schedule from an employee profile:

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

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

    2. Navigate to the Work schedule tab.

    3. Click Change in the top right corner.

    4. Select the new work schedule from the list, choose the effective start date, and click Save.

    To assign a schedule using bulk actions:

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

    1. Open the Employees list.

    2. Click the checkboxes next to the required employees’ names to select them.

    3. From the bulk actions menu on the top right, select Assign work schedule.

    4. Select the new work schedule from the menu, choose the effective start date, and click Save.

  • How do I set working days and weekends?

    Working days and weekends are managed through your Work Schedules. When you first create your company in Day Off, you will be prompted to set a default schedule that automatically applies to all employees.

     

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

    As an admin, you can easily edit this default schedule or create brand-new ones by following these steps:

    1.  Navigate to Settings and select Work schedules.
    2. Click to edit your existing default schedule or select the option to add a new one.
    3. Enter or update the schedule’s core information, including the Name, Week Start Day, and Color. You can also choose to mark it as your Default schedule here.
    4. Select your required Schedule Type (Fixed Days, Fixed Hours, Flexible Hours, or Rotating Shifts).
    5. Toggle ON the specific working days for this schedule, and leave the designated weekends toggled OFF.
    6.  

  • What are work schedules in Day Off?

    A work schedule defines an employee’s working days and weekends. Day Off uses this schedule to accurately calculate and deduct time from an employee’s leave balance whenever they submit a time-off request.

    Day Off supports four types of work schedules:

    • Fixed Days: Admins define specific days of the week as working days and designate the rest as weekends.

    • Fixed Hours: Admins set exact working days, including specific start and end times, along with designated break or lunch periods.

    • Flexible Hours: Admins set a required number of working hours per day, without enforcing strict start or end times.

    • Rotating Shifts: Similar to the Fixed Hours schedule, but allows admins to create multi-week cycles where the working days and hours change from week to week.