Archives: Knowledge Base

  • Can employees view their leave policy details?

    Yes, employees can view the details of their leave balances and understand how their leave is calculated directly from their dashboard. This provides full transparency and helps them stay informed about their entitlements, usage, and upcoming accruals.

    How can employees view their leave details?

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    1. Go to the Balance section

    Employees can access the Balance section from their dashboard, which serves as a central place for all leave-related information. Here, they can see an overview of all their leave types along with a quick summary of their current balances, making it easy to understand their available time off at a glance.

    2. View available leave types

    Each leave type (such as vacation, sick leave, or any custom leave) is displayed separately. This allows employees to clearly distinguish between different leave categories and understand how much they have available for each one without confusion.

    3. Click on a leave type

    By selecting a specific leave type, employees can open a detailed view that provides a full breakdown of how that leave is calculated and managed. This detailed view helps employees better understand the rules and components behind their balance.

    What information can employees see?

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    From the detailed view, employees can track and understand the following:

    1. Current balance and total quota

    Employees can see how much leave they currently have available compared to their total entitlement, helping them understand how much they can still use.

    2. Accrual details

    If accruals are enabled, employees can see how much leave they have earned so far, how much they will receive next, and the exact date of the next accrual. This gives them visibility into how their balance will grow over time.

    3. Carryover balance and expiry

    Any leave carried over from a previous period is clearly shown, along with whether it has an expiration date. This helps employees avoid losing unused leave.

    4. Adjustments

    If any manual changes were made by admins (such as adding or deducting leave), these will be visible, ensuring full transparency.

    5. Used leave

    Employees can track how much leave they have already taken, helping them stay aware of their usage throughout the year.

    6. Remaining balance

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    A clear summary of how much leave is still available after all calculations, allowing employees to plan their upcoming time off confidently.

    Why is this important?

    Providing employees with clear and detailed visibility into their leave information helps reduce confusion and unnecessary questions. It empowers them to manage their time off more effectively, plan ahead, and fully understand how their leave is calculated.

    By giving employees access to all these details in one place, you create a transparent and user-friendly experience that makes leave management simple and clear for everyone.

  • Can employees edit/delete a pending request?

    Yes, in Day Off, employees can edit or delete their pending requests freely.

    What Employees Can Do

    If a request is still pending (not yet approved or rejected), employees can:

    • Edit the request (change dates, leave type, etc.)
    • Totally delete the request

    Steps to Edit or Delete a Pending Request

    To edit or delete a pending request:

    • Go to My Requests:
      • Navigate to your “My Requests” section in the web or mobile app.
    • Select the Pending Request:
      • Find the pending request you want to edit or delete.
    • Click on Edit/Delete icon:
      • Click on Edit
      • Update the leave dates, leave type, or any other details
      • Click Save Changes
        or
      • Click on Delete
      • Confirm the action to delete the request

    What Happens After Editing

    • The updated request is resubmitted automatically

    Important Note

    • This applies only to pending requests
    • Once a request is approved, any changes must go through a new approval process

    Web & Mobile

    • Employees can edit or delete pending requests from both web and mobile
    • Changes are synced instantly
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  • Can employees edit /delete an approved request?

    Yes, in Day Off, employees can request to edit or delete an approved request, but the change is not applied directly it must go through approval.

    How It Works

    When an employee wants to edit or delete an approved request:

    • They submit a request to edit (with the updated details)
      or
    • Submit a request to delete the approved request

    Steps to Edit or Delete a Pending Request

    Go to “My Requests” section in the web or “Balance” in the mobile app:

     

    Edit an Approved Request:

    • Click on the editing icon beside the required request

      (This involves updating the request details (e.g., dates, leave type) and submitting it for approval)

    Delete an Approved Request:

    • Click on the deleting icon beside the required request
      (This requires the employee to request for removing the approved request, and it must go through the approval workflow)
      •  

    Approval Process

    • The edit/delete request is sent to the assigned approver(s)
    • It goes through the same approval workflow
    • Once approved:
      • The request is updated (if edited)
      • Or removed (if deleted)

    Controlled Changes

    • Changes are not applied instantly
    • They require approval to maintain accuracy and control
    • Ensures all modifications are properly reviewed

  • How do I edit or update an existing leave policy?

    You can update an existing leave policy at any time to reflect changes in your company’s rules or requirements. Whether you need to adjust leave balances, modify restrictions, or enable new features, editing a policy ensures your leave setup stays accurate and aligned with your organization’s needs.

    Steps to edit a leave policy

    1. Go to Settings

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    Open the Settings section, which is the central place for managing all system configurations. This is where you can control everything related to leave policies, employee settings, and overall system behavior.

    2. Navigate to Leave Policies

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    Enter the Leave Policies section to view all the policies created in your organization. Each policy may include multiple leave types and can be assigned to different groups of employees.

    3. Click the edit icon next to the leave policy

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    Select the specific leave policy you want to update. This will open the full policy view, where you can review and manage all associated leave types and their configurations.

    4. Review the leave types in the policy

    Inside the policy, you will see a list of all leave types that are currently enabled (such as annual leave, sick leave, etc.). This gives you a clear overview of what is included in the policy.

    5. Enable or disable leave types (if needed)

    You can choose to enable new leave types or disable existing ones depending on your requirements. Disabling a leave type will remove it from the policy, while enabling one makes it available for employees under this policy.

    6. Click the edit icon next to the leave type

    Select the specific leave type you want to update. Each leave type has its own settings, allowing you to customize rules independently within the same policy.

    7. Choose the section you want to update

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    From the left-side menu, select the section that matches the type of change you want to make:

    • Leave Balance: Adjust how much leave employees are entitled to (quota, allocations, etc.)
    • Additional Rules: Configure advanced settings such as negative balance or probation period restrictions
    • Restrictions: Control how leave requests are submitted (e.g., notice period, request limits, required reasons)
    • Accruals: Define how leave is earned gradually over time instead of being granted upfront
    • Carryover: Set rules for handling unused leave at the end of a period

    Each section allows you to fine-tune a specific part of the leave policy.

    8. Make the required changes

    Update the settings based on your needs. This may include changing values, enabling or disabling certain features, or adjusting limits to better match your company’s policy. Take time to review each change to ensure it aligns with your intended rules.

    9. Click Save

    Once all updates are complete, click Save to apply the changes. The updated settings will immediately take effect for the selected leave policy.

    What does this mean for employees?

    Any changes made to a leave policy will automatically apply to all employees assigned to that policy. Depending on what was updated, this may affect their leave balance, how they submit requests, or how their leave is calculated and tracked.

    By regularly reviewing and updating your leave policies, you can keep your system aligned with your company’s needs, ensure consistency across teams, and provide a clear and smooth experience for both admins and employees.

  • How to set a negative balance for leave?

    Negative balance allows employees to request leave even if they don’t have enough available balance. This is useful in cases where employees need to take time off in advance and will earn the leave later through accruals or future allocations.

    Steps to configure negative balance

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    1. Go to Settings

    Open the Settings section, the main area for managing all system configurations. This is where you can control how leave policies behave across your organization.

    2. Navigate to Leave Policies

    Access the Leave Policies section to view all available leave policies. Click on the edit icon near the policy. Each leave type can have its own rules, including whether a negative balance is allowed.

    3. Click the edit icon next to the leave type

    Select the specific leave type you want to configure. This ensures that the negative balance rule is applied only to that leave type and not others.

    4. From the left-side menu, select Additional Rules

    Open the Additional Rules section, where you can configure advanced settings that affect how leave is requested and consumed.

    5. Enable the “Allow negative balance” toggle

    Turn on this option to allow employees to request leave even if their current balance is insufficient. Once enabled, the system will permit requests that bring the balance below zero.

    6. Choose the limit type

    Decide how much flexibility you want to allow:

    • Unlimited: Employees can continue requesting leave regardless of how far their balance goes into the negative. This offers maximum flexibility but less control.

    • Limited: Set a cap on how much negative balance is allowed to ensure employees do not exceed a defined limit.

    7. Set the allowed negative amount (if limited)

    If you choose a limited option, define the maximum negative balance (e.g., -3 days). This means employees can only request leave until they reach that negative threshold, after which they won’t be able to submit further requests.

    8. Click Save

    Save your changes to apply the configuration. The negative balance rule will now be active for the selected leave type.

    What does this mean for employees?

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    Employees will be able to submit leave requests even if they don’t have enough balance available. If a limit is set, they can only go negative up to the defined amount. This gives them flexibility while still keeping usage under control.

    Can admins control or adjust this?

    Yes, admins have full control over employee balances and can make adjustments when needed to ensure accuracy and compliance with company policies.

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    • Go to the Employees list.

    • Click on the employee to open their profile.

    • Navigate to the Balance section.

    • Click the edit icon next to the leave type you want to manage.

    • In the Adjustment section, you can:

      • Add days or hours to increase the employee’s balance
      • Deduct days or hours to reduce the employee’s balance

    • Click Save to apply the changes.

    These adjustments will be immediately reflected in the employee’s balance, allowing admins to manage negative balances and ensure everything stays accurate and up to date.

    By enabling negative balance, you give employees more flexibility to take time off when they need it, even if they haven’t yet earned enough leave. At the same time, admins can easily monitor and adjust balances to keep everything accurate and under control. This creates a balanced approach that supports both employee needs and company policies.

  • How can I request an hourly?

    You can request hourly leave in Day Off if your leave policy allows time off to be tracked in hours instead of full days.

    Steps to Request Hourly Leave

    To submit an hourly request:

    • Go to the dashboard
    • Click on “Add new”
    • Click on “Add day off”
    • Select the leave type
    • Set the request start and end dates, and if the request is for one day, enter the start and end times.
    • Click Submit Request
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    What Happens Next

    • Your request is sent to the assigned approver(s)
    • It follows the normal approval workflow
    • Once approved, the requested hours are deducted from your balance

    Important Notes

    • Leave types in hours balance unit ust be added and activated in leave policy
    • You need to have an available hourly balance
    • Hourly requests must be enabled in your leave policy
    • The system calculates the exact hours automatically

  • How to require a mandatory comment or reason when submitting a leave request?

    By default, adding a reason when submitting a leave request is optional. Employees can include a comment to provide more context, and this will be visible to admins during the review process. However, you can make this field mandatory to ensure that every request includes a reason.

    Steps to require a reason

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    • Go to Settings
      Open the Settings section where all leave configurations are managed.
    • Navigate to Leave Policies
      Access the list of all leave policies in your organization, click on the edit icon near the required leave policy.
    • Click the edit icon next to the leave type
      Select the leave type where you want to require a reason.
    • From the left-side menu, select Restrictions
      Open the Restrictions section where request-related rules are configured.
    • Enable the “Requires a reason” toggle
      Turn on this option to make adding a reason mandatory for this leave type.
    • Click Save
      Apply your changes to activate the requirement.

    What does this mean for employees?

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    Once this option is enabled, adding a reason becomes a required step when submitting a leave request. Employees will need to provide a clear explanation before they can proceed. If they try to submit the request without a reason, a message will appear prompting them to fill it in, and the request will not be submitted until the required information is provided.

    Can approvers see the reason for a leave request?

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    Yes, the reason provided by the employee is clearly visible to approvers at every stage of the request.

    • While the request is pending, approvers can review the reason to better understand the context before making a decision
    • After the request is approved or rejected, the reason remains available as part of the request details
    • The reason is also included in the Reports section, allowing admins and managers to track and review past requests easily

    This ensures full transparency, helps approvers make more informed decisions, and keeps a clear record of all leave requests over time.

  • How can I request a half day?

    You can easily request a half day in Day Off when submitting a leave request.

    Steps to Request a Half Day

    To request a half day:

    • Go to the dashboard
    • Click on “Add new”
    • Click on “Add day off”
    • Select the leave type (e.g., vacation, sick leave)
    • Choose the date
    • Select Half Day (Select morning or afternoon)
    • Click Submit Request
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    What Happens Next

    • Your request is sent to the assigned approver(s)
    • It follows the normal approval workflow
    • Once approved, only half a day is deducted from your balance

    Important Note

    • The half day option must be enabled in your leave policy
    • Availability may depend on your company’s settings

  • How do I set a request period for leave requests?

    Setting a request period allows you to control the minimum and maximum number of days or hours an employee can request in a single leave request. This helps ensure that leave requests stay within acceptable limits based on your company’s policy.

    Steps to configure request period rules

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    1. Go to Settings

    Open the Settings section where all leave configurations are managed.

    2. Navigate to Leave Policies

    Access the list of all leave policies in your organization, click on the edit icon near the required policy.

    3. Click the edit icon next to the leave type

    Select the leave type you want to apply request period rules to.

    4. From the left-side menu, select Restrictions

    Open the Restrictions section where you can manage request-related rules.

    5. Enable the “Request Period” toggle

    Turn on this option to define limits for leave requests.

    6. Set the minimum and maximum values

    • Minimum: The least number of days or hours an employee can request
    • Maximum: The maximum number of days or hours allowed in a single request

    7. Click Save

    Apply your changes to activate the request period rule.

    What does this mean for employees?

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    Employees will only be able to submit leave requests within the defined range. If they try to request less than the minimum or more than the maximum allowed, they will receive an error message and will not be able to proceed.

    Can admins override this restriction?

    Yes, admins can still submit leave requests on behalf of employees even if the request does not meet the defined limits, allowing flexibility for special cases.

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    • 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 choose the dates.
    • Click Submit.
    • A message will appear indicating that the request does not meet the defined request period limits.
    • Click Confirm to proceed with submitting the request.

    This ensures that admins can handle exceptions when needed, while the system still enforces the rules for regular employee requests.