Archives: Knowledge Base

  • How to set the working hours?

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

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    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:

    Work schedule - employee profile

    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:

    Work schedule - bulk actions

    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.

     

    Work schedules

    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.

  • 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
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  • 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:

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    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

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    • 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

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    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
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    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

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    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”

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    • 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.

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    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.

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    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.