Archives: Knowledge Base

  • How can I access the AI Tools section?

    The AI Tools section is where Day Off houses its AI-powered features designed to save administrators and employees time on repetitive documentation tasks. Currently, this section includes the Employee Handbook generator, with the potential for more tools to be added over time.

    Navigating to AI Tools

    Log in to your Day Off account and look at the left-hand menu. Click AI tools (it sits below Settings & integrations). You can also click the Employee Handbook button at the bottom of the left-hand menu to jump straight to the handbook builder. This will take you to a dedicated page listing the available AI features as clickable cards.

    What You’ll See

    Once on the AI Tools page, you’ll see a card labeled Employee Handbook, along with a short description explaining that it generates a customized handbook PDF using your company’s data and leave policies. Clicking this card takes you into the handbook builder itself.

  • How do I filter attendance by employee, team, or location, and change the date range?

    Where the controls are

    Everything sits at the top of Time → Attendance review in the left-hand menu. The date range picker is on the right of the page title, and directly below it is the filter bar holding Name, Team, Location and the Filter button.

    Filtering by employee

    Open the Name dropdown. It shows a search box above a checklist of everyone in the workspace. Type a few letters to jump to the person you want, tick their checkbox, then click Filter. You can tick several people at once to review a small group rather than a single employee.

    Filtering by team or location

    Team and Location work exactly the same way: a search box plus checkboxes listing your workspace’s teams (for example Empolis Mobile, Testing, UI, Support) and locations. Tick what you need and click Filter.

    The three filters combine, so ticking a team and a location narrows the report to people who match both. Nothing is applied until you press Filter, and to clear a filter you untick the boxes and press Filter again.

    Changing the date range

    Click the date field or the calendar icon beside it. The picker opens with quick presets down the left, Today, Yesterday, This Week, Last Week, This Month, Last Month and Custom Range, and a two-month calendar on the right with arrows to move between months. Choose a preset for the common periods, or pick Custom Range and click a start date then an end date for anything else. The currently selected period stays highlighted so you can always see what you’re looking at.

    After filtering

    The report reloads showing only the matching employees, still grouped day by day, and the range you chose is repeated under the “Attendance review” heading. Print and Export excel then output only the filtered rows, which makes this the fastest way to produce a timesheet for one person, one team, or one office.

  • How is the Attendance review page organized, and how do I read it?

    Time → Attendance review (in the left-hand menu) has three bands. At the top is the page title with a date range picker offering Today, Yesterday, This Week, Last Week, This Month, Last Month and Custom Range. Below it is a filter bar with Name, Team and Location plus a Filter button. The rest of the page is the report itself, headed by the selected range and the Print and Export excel buttons.

    Grouped by day, not by person

    The data is broken into collapsible sections, one per date, newest first, with a badge showing how many employees are listed for that day (for example “16 August 2026 · 44”). Use the chevron on the right of a date header to collapse a day you don’t need. Inside each day, every employee gets one row.

    The columns

    Two columns sit under Schedule, Start and End, showing the shift the person was expected to work. Two sit under Attendance, Clock in and Clock out, showing what actually happened. Then come Late in, Early out, Time off, Net time, Breaks and Overtime.

    Read them as a pair: Schedule is the expectation, Attendance is the reality, and Late in, Early out and Overtime are the differences between the two. Net time is the actual worked time for the day after breaks are deducted, Breaks is the total paused time, and Time off shows approved leave hours counted for that day.

    Rows without attendance

    When someone has no clock-in for a day, the row shows a status instead of times. A pink chip with a leave name (such as Schedule, Casual, or the Flex version of either) means the person was on that type of leave. A row showing the Add day off button simply has no record for that day, and the button lets an administrator log leave for that person right from the report.

    Reading tips

    A dash means “nothing recorded”. If Late in, Early out or Overtime are dashes across the board, it usually means no schedule Start/End is defined for those employees, those figures can only be calculated against a schedule. A clock-in with an empty clock-out means the person never clocked out, so treat that day’s Net time as incomplete. To review one person or one team, apply the Name, Team or Location filter first, then Print or Export excel to get only the filtered rows.

  • What does the “Billable” icon mean in the Detailed report, and how is it determined?

    In Time → Reports → Detailed, the last column of the table is Billable. Each row shows a small banknote icon that tells you whether that specific time entry is chargeable to a client. A green banknote means the entry is billable; a grey banknote means it’s non-billable. The icon appears on every row, so you read the status from its colour. It’s a read-only indicator here, you can’t change the status from the report.

    How it’s determined

    The status comes from the individual time entry, starting with its project. Every project has a Billable switch in Settings & integrations → Settings → Time tracker configuration → Projects (off by default for new projects). When it’s on, time logged to that project defaults to billable; when it’s off, it defaults to non-billable.

    Why entries can differ from their project

    That default can be overridden per entry. The billable flag is saved with each time log, and the Tracker screen has the same banknote icon next to the timer, acting as a toggle for the entry being recorded. This is why a billable project can still contain grey rows, for example internal meetings or training logged as non-billable.

    What the icon doesn’t cover

    Rates aren’t part of this icon. Currency and hourly rate live at client level in Settings & integrations → Settings → Time tracker configuration → Clients, and they give monetary value to the hours flagged as billable. The icon itself is only a yes/no marker.

    Troubleshooting

    If a row looks wrong, check the project’s Billable switch first, then check whether the person left the toggle off when recording that entry. There’s no billable filter in the report, so to isolate billable work, filter by client or project and read the column, or use Export Excel to sort outside the app.

     

  • Can I see just my own time report instead of the whole company’s?

    Yes, filter the report by name

    In the left-hand menu, go to Time → Reports and open either the Detailed or Summary tab. Open the Name filter at the top, use its search box to find yourself, tick your name, then click Filter. The report reloads showing only your entries, and everything else on the page (the chart, Total time, and the table) reflects only your hours. The same filter accepts more than one person if you later want a small group instead.

    Pick your period

    The date range picker at the top right controls the period, independently of the Name filter. Set it first, then filter by name, so the totals cover the weeks or months you actually want.

    The quickest personal view: your Tracker history

    If you only want a look at your own recent work, the Time → Tracker page already does this. The History section under the timer lists only the entries logged by you, with its own date range picker — no filtering needed.

    Grouping and exporting your own data

    In the Summary tab, the Group by dropdown offers Employee, Client, Project, Task, Team, Location and Date. Filtering by your name and grouping by Project is a quick way to see how your own time split across work. Once filtered, Print and Export excel output only the filtered rows, so you get a personal timesheet rather than the full company file.

     

    A note on visibility

    What you can see depends on your role. Administrators and managers can filter the reports to any employee, while team members without report access will simply see their own records in the Tracker history.

  • Employee. How Can I Add a Task?

    Tasks in Day Off help you organize and track work under specific projects. Once created, a task becomes selectable when logging time in the Tracker, making it easy to see how much time has been spent on each piece of work. Any employee can create a new task in just a few steps.

    Navigating to Tasks

    In the left-hand menu of the Day Off web app, expand “Time” and click “Tasks.” This will take you to the Tasks page, where you can see a list of all existing tasks along with their associated project, time estimate, and total time spent.

    Creating a New Task

    On the Tasks page, look to the top-right corner and click the pink + Add new button. This opens the “Add new task” dialog box, where you’ll fill in the following details.

    Task name: Enter a clear, descriptive name for the task so it’s easy to identify later.

    Assignee: Use the dropdown menu to assign the task to a specific team member, if needed. This field is optional.

    Estimate: If you want to track how long the task is expected to take, enter a number of hours in the Estimate field.

    Saving Your Task

    Once you’ve filled in the relevant fields, click the Save button to create the task. If you change your mind, clicking Cancel will close the dialog without saving anything. After saving, the new task will appear in your task list on the Tasks page and will also be available for selection when logging time entries in the Tracker.

    Managing Existing Tasks

    From the same Tasks page, you can also edit or delete tasks using the icons under the Actions column: a checkmark to mark a task as finished, a pencil icon to edit its details, and a trash icon to permanently delete it. Be careful with the delete option, since removing a task cannot be undone.

  • How do I switch the whole company between “Clock in/Clock out” and “Task tracker” mode?

    Day Off lets you control, at the company level, how every employee logs their working hours. You can choose between a simple Clock In/Clock Out system or a more detailed Task Tracker system. Here is how to change it as an admin.

    Step 1: Open Time tracker configuration

    In the left-hand menu, expand “Settings & integrations” and click “Settings.” Then open the “Time tracker configuration” tab at the top of the page.

    Step 2: Select “General”

    On the Time tracker configuration tab you will see three cards: General, Clients, and Projects. Click on the “General” card, described as the place to “choose how your team logs work hours with Clock in / Clock out or Task tracker mode.”

    Step 3: Choose the tracking mode

    You’ll land on the “Set up Time tracking” screen, which presents two options side by side: “Clock in / Clock out,” described as simple and fast with no task details required, and “Task tracker,” which lets employees log time against specific tasks and projects. The option currently active for your company will show a checkmark in the top-right corner of its card.

    Step 4: Confirm the change

    Click on the card for the mode you want to switch to, then click the confirmation button below the cards (it will read “Continue with Clock in/Clock out” or “Continue with Task tracker,” depending on which mode you selected).

    Step 5: Note the scope

    A small note beneath the button confirms that “this setting applies to all members” of your company, so the change is applied company-wide the moment you confirm it, no per-employee configuration is needed.

    That’s it, once confirmed, the new mode takes effect for the whole organization immediately, though you can always return to this same screen later to switch back.

  • How do I start tracking time on a task?

    Once your company is set to “Task tracker” mode, tracking time is done from the Tracker screen. Here are the steps.

    Step 1: Open the Tracker

    In the left-hand menu, expand “Time” and click “Tracker” (or click the “Start time!” button under “+ Add new”). This opens the “Time tracker” page with a text field, dropdowns, a running clock, and a “Start timer” button.

    Step 2: Describe what you’re working on (optional)

    In the “What are you working on?” field, you can type a short description of the work you’re about to log.

    Step 3: Select a project

    Click the “Select project” dropdown and choose the relevant project from the list (you can also use the search box to find it quickly). This step is mandatory: a time entry cannot be saved without a selected project, so the timer setup is incomplete until a project is chosen.

    Step 4: Select a task

    Once a project is chosen, the “Select task” dropdown becomes active. Pick an existing task tied to that project, or click “Add task” if the task you need doesn’t exist yet. If the project has no tasks set up, you can still proceed since the task field is not strictly required, but the project is.

    Step 5: Start the timer

    Click the green “Start timer” button. The clock will begin counting up in real time (hh:mm:ss), and the entry will appear in your tracking history for that day once you stop it.

    Step 6: Stop tracking

    When you’re done, click the same button (now showing a stop icon) to end the timer. The completed entry, with its project, task, description, and duration, will be saved to your History list below.

    Remember: no matter how you start the process, Day Off will block saving the entry until a project has been selected, so make that your first choice before starting the timer.

  • How to Stop the Timer in Day Off

    Step 1: Locate the running timer

    While a timer is active, the “Start timer” button changes into a dark “■ Stop” button in the main tracker bar, the elapsed time next to it counts up in red, and a small running clock indicator also appears in the top-left of the sidebar (replacing the “Start time!” button) so you can tell at a glance that time is being tracked, even from other pages.

    Step 2: Click Stop

    Simply click the “■ Stop” button in the tracker bar (the same control that showed “Start timer” before). There’s no separate confirmation step, clicking it immediately ends the timer.

    Step 3: Check the History list

    Once stopped, the entry is automatically saved and appears in the “History” section below, showing the check-in and check-out times, the project (and task, if one was chosen), the total duration, and options to add a description, edit, or delete the entry.

    Step 4: Start a new session if needed

    After stopping, the tracker bar resets to “Start timer,” ready for you to select a project (and optionally a task) again for your next tracked session.

    That’s the whole flow: start, work, then click the same button (now labeled Stop) to end and save the session.