Archives: Knowledge Base

  • Can I reset leave balances on anniversary dates instead of calendar /fisical year?

    Yes, you can reset leave balances based on each employee’s anniversary (joining) date instead of using a fixed calendar or fiscal year. This allows every employee to have their own leave cycle starting from the date they joined the company.

    This approach is especially useful for companies that want a more personalized and fair leave system, where each employee’s entitlement is tied to their tenure rather than a shared company-wide date.

    Steps to enable anniversary-based reset

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

    Go to Settings
    Open the Settings section where leave configurations are managed.

    Navigate to the Balance Reset section
    Locate the Balance Reset settings within the leave policy.

    Select the reset month
    Choose the month you want the leave balance to reset.
    This month defines the start of your company’s fiscal leave year, and the reset will apply to all employees.

    Click Save
    Save your changes to apply the selected reset month.

    How to set an employee to reset leave based on their anniversary date

    To apply anniversary-based reset for a specific employee, you need to make sure their joining date is set correctly and enable the anniversary option in their policy.

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

    How to set a leave type to reset based on a specific date

    The reset date for a leave type is simply the point in time when an employee’s leave balance is refreshed back to its starting value (for example, 20 days per year). After this date, a new leave cycle begins.

    What the reset options mean

    • Default company reset (e.g., January):
      Everyone’s leave balance resets at the same time each year, usually at the start of the calendar year.
    • Specific month:
      The balance resets once a year in the month you choose (e.g., April). This is useful if your company follows a non-calendar leave cycle.
    • Employee anniversary date:
      Each employee’s leave resets based on their individual hire date. So, every employee has a different reset date tied to when they joined.

    How to set or change the reset date

    • Go to Settings
    • Open Leave Policies
    • Click the edit icon next to the policy
    • Click the edit icon for the specific leave type
    • In the Balance Reset section, select the option you need
    • Click Save

  • How to add new location?

    You can easily add your company’s main location, and in the pro plan to add multi location in Day Off to organize employees based on offices, countries, or regions.

    Steps to Add a Location

    To create a new location:

    • Go to Company Settings on the web version
    • Navigate to the Locations and holidays section
    • Click on “Add new location”
    • Enter the location name 
    • Configure any related settings if needed
    • Click Save
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

    Why Use Locations?

    Adding locations helps you:

    • Organize employees by office or region
    • Apply different leave policies per location
    • Filter reports and data based on location
    • Manage global or distributed teams more efficiently

  • How can an admin edit/delete a request of an employee?

    In Day Off, admins have full control and can directly edit or delete any employee’s request.

    Steps to Edit or Delete a Request

    To manage a request:

    • Go the employees’ overview
    • Click on the employee’s name to view his profile 
    • Go to the Requests section
    • Find request you want
    • Click on Edit icon to modify details (dates, leave type, etc.) After editing click submit request
      or
    • Click on Delete icon to remove the request
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

    What Happens Next

    • Changes made by admins are applied immediately
    • No approval workflow is required
    • Balances are updated automatically after the change

    Admin Control

    • Admins can manage all requests, regardless of status
    • They can also force accept or reject pending requests
    • This ensures issues can be resolved quickly without delays

  • What is a leave balance reset?

    A leave balance reset is when an employee’s leave balance is refreshed at the start of a new leave period. This ensures that leave is tracked correctly and that employees begin each cycle with the correct balance based on your company’s policy.

    A reset happens on a fixed month defined by your company, marking the start of a new leave (fiscal) year for all employees.

    How does a leave balance reset work?

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

    At the end of each leave cycle, the system automatically updates employees’ leave balances based on your configured policies:

    • Without carryover enabled:
      Any unused leave from the previous cycle is forfeited, and the balance resets according to the new cycle.
    • With carryover enabled:
      A portion or all unused leave is transferred to the new cycle, based on the limits you’ve defined.

    Once the reset is complete, a new leave cycle begins. Employees will either receive their full leave entitlement upfront or accrue it gradually over time, depending on your setup.

    This process runs automatically in the background, ensuring accurate leave balances without requiring manual intervention.

    Steps to configure leave balance reset

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

    Go to Settings
    Open the Settings section where all system configurations are managed.

    Navigate to the Balance Reset section
    Access the Balance Reset settings where you define when leave balances should reset.

    Select the reset month
    Choose the month when leave balances will reset for all employees.
    This month defines the start of your company’s leave (fiscal) year, and the reset will occur automatically at the beginning of that month every year.

    Click Save
    Save your settings to apply the balance reset rule.

    In addition to the company-wide reset month, you can also set a different reset month for individual leave types.

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

    This allows you to:

    • Apply different leave cycles for different types of leave (e.g., annual leave vs. sick leave)
    • Override the global reset month for specific leave types when needed

    If a leave type has its own reset month configured, it will follow that schedule instead of the company-wide reset.

    What does this mean for employees?

    All employees will have their leave balance refreshed at the same time each year, based on the selected reset month.

    Depending on your setup, unused leave may be carried over, limited, or removed. This provides a clear and consistent starting balance for every new leave cycle.

    Why is this important?

    Setting up leave balance reset correctly helps you:

    • Keep leave balances accurate and up to date
    • Apply policies consistently across all employees
    • Align leave cycles with your company’s fiscal year
    • Reduce manual work and avoid confusion

    By configuring a fixed reset month, you create a simple and predictable system where both admins and employees always know when leave balances refresh and how leave is managed over time.

  • How can I add a day off request for an employee?

    In Day Off, Admins can add a day off request on behalf of an employee.

    Steps to Add a Request

    To create a request for an employee:

    • Go to the Employees Overview
    • Click on the employee’s name to open their profile
    • Click on “Add Day Off”
    • Select the leave type
    • Choose the start and end date
    • Add a reason if needed (optional)
    • Click Submit Request

    What Happens Next

    • The request is submitted directly into the system
    • It is added as an accepted request (not pending)

    Important Notes

    • You must have the required permissions (manager/admin)
    • The request is recorded immediately in the employee’s balance

  • 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?

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

    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?

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

    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

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

    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
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off
    Day Off integrations with Slack, Google Calendar and other tools for seamless leave management – Day OffDay Off

  • 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

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

    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

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

    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

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

    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

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

    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.