Archives: Knowledge Base

  • 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.

    Work schedule and shift planning screen in Day Off app for employee roster management – Day OffDay Off

    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.

    Work schedule and shift planning screen in Day Off app for employee roster management – Day OffDay Off

    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.

  • How to set the working hours?

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

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

    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:

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

    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:

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

    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.

     

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

    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
    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