Archives: Knowledge Base

  • How can I request comp/time off?

    Requesting Comp Off in Day Off is simple and follows the same process as any leave request.

    Steps to Request Comp Off

    To submit a comp off request:

    • Go to the dashboard 
    • Click on “Add new”
    • Select “Add Comp Off”
    • Select the leave type that balance will be added on
    • Choose the start and end date that you worked
    • Add a reason if needed (optional)
    • Click Submit Request
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    What Happens Next

    • Your request is sent to the assigned approver(s)
    • It goes through the approval workflow
    • Once approved, the time will be Added to your comp off balance
    • Now you can use this balance in time off requests.

    Important Notes

    • Comp Off must be enabled in your leave policy
    • You need to have an available comp off balance to use it in later in time off. 

    Web & Mobile

    • You can request comp off from both web and mobile
    • Everything is synced in real time
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  • Is it possible to set probation period rules for leave?

    Yes, you can set probation period rules to control how employees use leave during their probation period. This allows you to restrict or manage leave requests for new employees until they complete a defined period.

    Steps to configure probation period rules

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    1. Go to Settings

    Open the Settings section where all leave configurations and policies are managed.

    2. Navigate to Leave Policies

    Access the list of all leave policies available in your organization.

    3. Click the edit icon next to the required leave policy

    Select the policy you want to update. This allows you to manage its settings in detail.

    4. Click the edit icon next to the leave type

    Choose the specific leave type (e.g., annual leave) where you want to apply the probation rule.

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

    Open the section that contains extra configurations related to leave behavior and eligibility.

    6. Enable the “Balance effective after” toggle

    Activate this option to delay when the leave balance becomes available for use.

    7. Set the required period

    Define how long the employee must wait (e.g., 3 months). During this time, the leave balance will not be usable.

    8. Click Save

    Apply your changes to activate the probation rule.

    What happens if an employee requests leave during probation?

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    If an employee tries to submit a leave request before the defined probation period ends, they will not be able to proceed.

    An error message will appear informing them that their leave balance is not yet active. This ensures that employees clearly understand why the request cannot be submitted and when they will become eligible to use their leave.

    Can admins override probation period restrictions?

    Yes, admins can override this restriction and submit leave requests for employees even if their balance is not yet active.

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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 employee’s balance is not yet active.
    • Click Confirm to proceed with submitting the request.

    This allows admins to handle urgent or exceptional cases, even during the employee’s probation period.

    By setting probation period rules, you can control when employees become eligible to use their leave in a clear and structured way. Admins still have the flexibility to handle special cases when needed, while employees are kept informed about their eligibility. This helps ensure fairness, better planning, and a smoother leave management process for everyone.

  • Can I set carryover rules for unused leave?

    Yes, you can set carryover rules to control how unused leave is handled at the end of a leave cycle. This gives you flexibility to either allow employees to keep their remaining balance, limit how much they can carry forward, or set an expiration period for unused days.

    Steps to configure carryover rules

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    1. Go to Settings

    Open the main Settings area where all system configurations are managed, including leave policies and rules.

    2. Navigate to Leave Policies

    Access the section that contains all your company’s leave policies, such as full-time, part-time, or any custom leave policies.

    3. Click the edit icon next to the leave type

    Choose the specific leave type you want to apply carryover rules to. This allows you to configure settings individually for each leave type.

    4. From the left-side menu, select Carryover

    Open the Carryover tab, where you can define how unused leave balances should be treated at the end of the leave period.

    5. Enable the Carryover toggle

    Turn on the carryover option to allow unused leave to be transferred to the next leave cycle. If this is disabled, any unused balance will not be carried forward.

    6. Choose the carryover balance

    Decide how much unused leave employees can carry over:

    • Unlimited: Employees can carry forward their full remaining balance without any limits.

    • Limited: Set a maximum number of days (or hours) that can be carried forward, even if the employee has more unused leave.

    7. Set the carryover expiry

    Define what happens to the carried leave after it is transferred:

    • Does not expire: Carried leave remains available indefinitely.

    • Expires: Set a number of days after which the carried leave will expire if not used.

    What does this mean for employees?

    At the end of each leave cycle, any unused leave will be handled automatically based on your configuration. Employees will clearly know whether their unused days are carried forward, limited, or subject to expiration, helping them better plan their time off.

    Can admins edit carryover for a specific employee?

    Yes, admins can manually adjust the carryover balance for any employee. This is useful in special cases where exceptions need to be made or corrections are required.

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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 update.
    • Locate the Carryover section within the leave balance settings.
    • Adjust the carryover value as needed.
    • Click Save to apply the changes.

    Once saved, the updated carryover balance will be immediately reflected in the employee’s leave records. This allows admins to maintain flexibility while ensuring accurate leave tracking.

    Can employees view their carryover balance and expiry?

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    Yes, employees can easily see how much leave has been carried over and whether it has an expiration date.

    • Go to the Balance section.
    • Click on the relevant leave type.

    In the detailed view, employees will be able to see:

    • The carryover amount transferred from the previous period
    • Whether the carryover has an expiration date
    • The exact expiry date (if applicable)

    This helps employees stay informed about their available leave and ensures they use any expiring balance on time.

    By setting up carryover rules, you can handle unused leave in a clear and flexible way. Admins can adjust balances when needed, and employees can easily see what has been carried over and when it may expire. This ensures transparency, better planning, and a smoother leave management experience for everyone.

  • what is comp off request?

    A Comp Off (Compensatory Off) request in Day Off allows employees to take time off in exchange for extra time they’ve worked.

    What Does “Comp Off” Mean?

    Comp Off is typically used when:

    • An employee works extra hours
    • Works on a weekend or public holiday

    Instead of overtime pay, the employee receives time off for using it later.

    How It Works

    • The employee earns compensatory time based on extra work
    • They submit a Comp Off request to earn time they worked as extra time off balance to be used later
    • The request goes through the approval workflow
    • Once approved, balance is added

    When to Use Comp Off

    Common scenarios include:

    • Working on weekends
    • Covering urgent tasks outside working hours
    • Supporting during holidays or peak periods

    Web & Mobile

    • Employees can submit Comp Off requests from both web and mobile
    • Managers can review and approve them like any other leave request
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  • 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.

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    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.

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    • 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?

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    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

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    • 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?

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    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
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    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
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  • 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.

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    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.

    screencapture tracker day off app settings work schedules edit 65709 2026 03 31 00 21 38 Knowledge Base

    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.