Archives: Knowledge Base

  • What happens to a request if the designated approver is also on leave?

    In Day Off, if the assigned approver is on leave, the request can still be processed depending on how your approval setup is configured.

    If There Are Multiple Approvers

    If the employee has multi approvers assigned in the same step:

    • The request is sent to all approvers
    • Any available approver can approve
    • The workflow continues normally without delays

    If There Is Only One Approver

    If only one approver is assigned:

    • The request will remain pending until action is taken

    Admin Override

    Admins have full visibility and control:

    • Admins can view all pending requests, even if they are not assigned as approvers
    • They can force accept or force reject any request

    This allows admins to step in and prevent delays when approvers are unavailable.

    Steps to Force Accept or Reject

    To take action on a request:

    • Go to the dashboard
    • Click on the pending request you want to manage
    • Click on view details
    • Click on the settings icon to:
      • Edit request
      • Delete request
      • Force Accept
      • Force Reject
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

  • How to Create a Leave Type with No Balance

    You can set a leave type to have no limit by enabling the Unlimited balance option inside a leave policy. Follow these steps:

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

    Step 1: Go to Settings

    • From the main menu, navigate to Settings

    This is where you manage all system configurations, including leave policies and leave types.

    Step 2: Open Leave Policies

    • Click on Leave Policies

    Here, you’ll find all the policies created in your account. Each policy contains the leave types and rules assigned to employees.

    Step 3: Edit the Policy

    • Find the policy you want to update
    • Click the edit icon next to it

    This opens the full policy settings, where you can manage leave types and their configurations.

    Step 4: Edit the Leave Type

    • Locate the leave type you want to modify
    • Click the edit icon next to that leave type

    Each leave type has its own settings, including balance, rules, and restrictions.

    Step 5: Set Unlimited Balance

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

    This removes any limit on how much leave employees can take for this type, meaning no fixed number of days or hours is assigned.

    Step 6: Save Your Changes

    • Click Save to apply your updates

     Your changes will take effect immediately, and employees will now be able to request this leave type without a balance limit.

    How It Appears for Employees

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

    When a leave type is set to Unlimited balance, it will be reflected differently on the employee’s side:

    • No balance limit shown
      Employees won’t see a fixed number of days (like 20 or 30 days). Instead, the leave type will appear as available without a limit.

    • Can request anytime
      Employees can submit requests for this leave type without worrying about running out of balance.

    • Still follows approval rules
      Even though it’s unlimited, requests may still require approval based on your policy settings.

    • Tracked in the system
      All requests are still recorded and visible in reports, so you can monitor usage.

    Using an unlimited balance is useful when you want to track leave without restricting it, such as for unpaid leave or special permissions. It gives you flexibility while still keeping everything recorded in the system.

  • How to set up “Auto Approval” for specific leave types (e.g., Bereavement)?

    you can enable auto approval in Day Off for specific leave types so requests are approved automatically without going through the approval workflow.

    Steps to Enable Auto Approval

    To set up auto approval for a leave type:

    • Go to Settings 
    • Go to Leave Policies on the web version
    • Click on editing the required leave policy 
    • Open the leave type settings
    • Enable Auto Approval
    • Save your changes

    How It Works

    Once auto approval is enabled:

    • Any request submitted for that leave type is automatically approved
    • It bypasses the approval workflow
    • The request is recorded as accepted
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

    When to Use Auto Approval

    Auto approval is ideal for:

    • Bereavement leave
    • Emergency leave
    • Any leave type that doesn’t require manager review

  • What level of authority is assigned to an approver’s role?

    In Day Off, an approver has a decision making role within the leave approval workflow, but their authority is limited based on assigned permissions.

    Authority

    An approver can:

    • Approve or reject leave request
    • Receive and review requests submitted by assigned employees
    • Move requests forward in the approval workflow

    In each step, only one approver’s action is required to proceed.

    Scope of Authority

    An approver’s authority is limited to:

    • The employees they are assigned to approve for
    • The approval step they are part of (Step 1 or Step 2)

    They do not have global control over all employees unless explicitly granted additional permissions.

    Additional Access (If Enabled)

    Depending on role permissions, an approver may also:

    • View employee profiles
    • Check leave balances
    • Review request history
    • Access team information, policies, and schedules

  • How to Allow Compensation for a Leave Type?

    The Compensation (Comp Off) feature allows employees to earn extra leave when they work additional hours, weekends, or official holidays. To use this feature, you need to enable it for a specific leave type inside your leave policy.

    Steps to Enable Compensation

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

    1. Go to Leave Policies

    • Navigate to Settings
    • Click on Leave Policies
    • Open the policy you want to edit

    This is where you manage all leave rules, including compensation.

    2. Select the Leave Type

    • Find the leave type you want to allow compensation for (e.g., Vacation or paid time off)
    • Click the edit icon next to it

    Each leave type has its own settings, so compensation must be enabled individually.

    3. Enable Compensation

    • From the left-side menu, go to additional rules
    • Look for the Allow Compensation option
    • Turn it ON

    This allows employees to submit compensation requests for this leave type.

    4. Save Your Changes

    • Click Save to apply the updates

    The feature will now be active for that leave type.

    How Admins Add a Comp Off Request for an Employee

    Admins can directly grant Comp Off to employees when they’ve worked extra hours, weekends, or holidays. This allows you to quickly reward extra effort without requiring the employee to submit a request.

    Step 1: Go to the Employees List

    • Navigate to the Employees section from the main menu
    • Browse or search for the employee you want to assign Comp Off to

    This is where you manage all employee-related actions, including adding compensation.

    Step 2: Open the Employee Profile

    • Click on the employee’s name to open their profile
    • Under the employee’s profile picture, you will find the Add Comp Off option

    This shortcut allows you to quickly assign compensation directly from the employee’s profile.

    Step 3: Click on “Add Comp Off”

    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off
    • Click the Add Comp Off button to open the request form

    This form is specifically designed for adding compensation requests on behalf of the employee.

    Step 4: Fill in the Request Details

    You’ll need to enter the relevant information:

    • Leave Type
      Select the appropriate leave type (e.g., Comp Off) where the balance will be added
    • Date(s)
      Choose the date or dates when the employee worked extra hours/days
    • Duration (Days/Hours)
      Enter how much time should be credited (e.g., number of hours or full days)

    Make sure the details accurately reflect the extra work done.

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

    Step 5: Submit the Request

    • Click Submit to confirm

    Once submitted, the system will process the request immediately.

    What Happens After Submission?

    • The extra time will be added directly to the employee’s balance under the selected leave type
    • The employee can use this balance later when requesting time off
    • The employee will receive a notification informing them that a Comp Off request has been added on their behalf

    How to Add Comp Off for Multiple Employees (Bulk Action)

    If multiple employees worked extra hours on the same date, you can save time by adding Comp Off for all of them at once using the bulk action feature.

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

    Step 1: Go to the Employees List

    • Navigate to the Employees section
    • You’ll see a list of all employees in your organization

    This is where you can manage multiple employees at once.

    Step 2: Select Multiple Employees

    • Use the checkbox next to each employee’s name
    • Select all employees who should receive Comp Off

    You can select as many employees as needed.

    Step 3: Open Bulk Actions

    • After selecting employees, click on the Bulk Actions button
    • Choose Add Comp Off from the dropdown

    This allows you to apply the same action to all selected employees at once.

    Step 4: Enter Comp Off Details

    Fill in the required information:

    • Leave Type: Select the Comp Off leave type
    • Date(s): Choose the date(s) when the extra work was done

    These details will be applied to all selected employees.

    Step 5: Submit the Request

    • Click Submit to confirm

    The system will process the request for all selected employees.

    What Happens Next?

    • The extra time will be added to each employee’s balance under the selected leave type
    • All selected employees will receive a notification about the Comp Off added to them
    • They can use this balance later when requesting time off

    Using bulk actions makes it quick and efficient to reward multiple employees at once, especially useful after holidays, events, or overtime shifts.

    How Employees Add a Comp Off Request

    Employees can request Comp Off when they work extra hours, weekends, or official holidays. This allows them to convert that extra time into leave they can use later.

    Step 1: Go to Your Dashboard

    • Log in to your Day Off account
    • Click on My Requests

    This is where you can view your leave balance and submit requests.

    Step 2: Click on “Request Comp Off”

    • At the top of the page, click Request comp off

    This will open the compensation request form.

    Step 3: Fill in the Request Details

    Enter the required information:

    • Leave Type
      Select the Comp Off leave type
    • Date(s)
      Choose the date(s) when you worked extra
    • Duration (Hours/Days)
      Enter how much extra time you worked
    • Notes (Optional)
      Add any details or explanation if needed

    Make sure the information matches the actual extra work you’ve done.

    Step 4: Submit the Request

    • Click Submit

    Your request will be sent to your manager or approver for review.

    What Happens Next?

    • Your request will appear as Pending
    • The approver will review it

    If approved:

    • The extra time will be added to your leave balance
    • You can use it later as time off

    You’ll also receive a notification once your request is approved or rejected.

    Submitting a Comp Off request is quick and helps ensure your extra work is properly tracked and rewarded. Once approved, you can use the added balance just like any other leave.

  • How can I assign approvers for an employee?

    You can easily assign approvers for each employee in Day Off through the web platform, using a flexible approval workflow.

    Steps to Assign Approvers

    To set approvers for an employee:

    • Go to the Employees Overview
    • Select the employee
    • Open their profile
    • Go to team
    • Assign approvers for:
      • Step 1
      • Step 2 (optional)
    • Add one or multi approvers in each step
    • Save your changes
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

    How It Works

    • The employee’s requests will be sent to Step 1 approvers first
    • Once any approver approves, the request moves to the next step (if configured)
    • After the final step is approved, the request is completed

    Flexible Setup

    • You can assign multiple approvers per step
    • Only one approval per step is required
    • You can also add watchers for visibility without approval access

  • Whats the difference between 2 steps approvals and multi approvers in single step?

    In Day Off, both options allow you to involve multiple approvers in the approval process but the workflow behaves differently.

    2 Step Approval Workflow

    This setup creates a sequential approval process with two levels:

    • Step 1 approvers review the request, once approved, it moves to Step 2 approvers
    • The request is only fully approved after completing both steps

    Even if there are multiple approvers in each step, only one approval per step is needed to move forward.

    Multiple Approvers in a Single Step

    This setup keeps everything in one level of approval:

    • Multiple approvers are assigned in the same step
    • The request is sent to all of them at once
    • Any one approver can approve, and the request is finalized immediately

  • What is the Difference Between a Leave Policy and a Leave Type?

    Leave policies and leave types are closely connected, but they are not the same. Understanding the difference helps you set up your system correctly and avoid confusion.

    In simple terms:

    • A leave type defines what kind of leave employees can take
    • A leave policy defines how that leave works

    What is a Leave Type?

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

    A leave type is a category of time off that employees can request.

    Common examples include:

    • Vacation leave
    • Sick leave
    • Personal leave
    • Unpaid leave
    • Paid Time Off (PTO)

    Think of leave types as the labels or categories of leave.

    Each leave type can have its own settings in different policies, such as:

    • Number of days/hours available
    • Whether it is paid or unpaid
    • Whether approval is required
    • Whether documents are needed (e.g., sick note)

    For example:
    “Sick Leave” might require a document, while “Vacation Leave” does not.

    What is a Leave Policy?

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

    A leave policy is a complete set of rules that controls how leave works for a group of employees.

    It brings multiple leave types together and defines how they should be used.

    A leave policy includes things like:

    • Which leave types are available
    • How many days/hours employees get for each type
    • How leave is earned (accrual rules)
    • What happens to unused leave (carryover rules)
    • Request rules (notice period, approvals, restrictions)

    Think of a leave policy as the full framework or system that organizes leave.

    How Leave Types and Leave Policies Work Together

    Leave types and leave policies are designed to work hand in hand to create a complete leave management system.

    • Leave types are the building blocks (the different kinds of leave)
    • Leave policies organize and control how those leave types are used

    Important:
    Before creating a leave policy, you need to create your leave types first, since policies are built using those types.

    Once your leave types are ready, you can create a leave policy and:

    • Select which leave types to include
    • Define rules for each type (balances, approvals, accruals, etc.)
    Leave management screen in Day Off app showing employee time off requests, approvals and absence tracking – Day OffDay Off

    Simple Example

    Let’s say your company has already created these leave types:

    • Vacation
    • Sick Leave
    • Personal Leave

    Next, you create a leave policy called “Full Time Employees”, where you define:

    • 21 vacation days per year
    • 10 sick leave days
    • Rules for approvals, accruals, and carryover

    In this case:

    • The leave types are the categories employees can choose from
    • The leave policy defines how those categories behave and what rules apply

    Key Difference (Quick Summary)

    • Leave Type: What kind of leave is this?
    • Leave Policy: How does leave work for employees?

    Why This Matters

    Understanding this difference helps you:

    • Set up your system in the correct order (types first, then policies)
    • Apply the right rules to the right employees
    • Keep your leave structure clear and easy to manage
    • Avoid confusion for both admins and employees

    A simple way to remember:

    • Leave types = the different kinds of time off
    • Leave policies = the rules that manage those types

    When both are set up properly, everything works together smoothly, allowing Day Off to automatically handle requests, balances, and approvals with minimal effort.

  • How many approvers can I set per employee?

    In Day Off, you can assign multiple approvers per employee

    Multi Step Approval Workflow

    Day Off supports a 2 step approval process, where each step can include multiple approvers:

    • Step 1: One or more approvers
    • Step 2: One or more approvers

    How Multiple Approvers Work

    Within each step:

    • You can assign multiple approvers
    • Any one of the approvers can take action

    Once one approver approves, the request automatically moves to the next step

    This means:

    • You don’t need all approvers to approve
    • One approval is enough to proceed