Archives: Knowledge Base

  • How to enable Single Sign on (SSO)?

    SSO allows employees to access Day Off without creating separate passwords. They can log in using their existing Microsoft work accounts, making access faster and more secure.

    Steps to Enable SSO

    To set up SSO in Day Off:

    • Go to Security on the web version
    • Navigate to the SSO section
    • Enable the SSO
    • Click on Setup for microsoft
    • Follow the setup instructions and grant required permissions
    • Save and activate

    Once enabled, users can sign in using their Microsoft accounts.

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    How It Works for Users

    • Employees will see the Microsoft login option on the login page
    • They can log in using their work Microsoft account
    • No need to create or remember separate passwords
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  • What is custom domain in Day Off?

    A custom domain in Day Off allows your company to access the platform using a personalized web address instead of the default Day Off URL.

    What Does It Mean?

    Instead of using the standard link (tracker.day-off.app), you can set up your own branded URL such as:

    yourcompany.day-off.app

    This makes access more professional and aligned with your company identity.

    Why Use a Custom Domain?

    Using a custom domain helps you:

    • Create a branded experience for your team
    • Make the platform easier to recognize and access
    • Build trust with employees using a familiar company name
    • Simplify sign on by having a unique company specific link

    How to Enable a Custom Domain

    To set up your custom domain:

    • Go to Security on the web version
    • Find the Custom Domain section
    • Enter your desired domain (e.g., yourcompany.day-off.app)
    • Check availability
    • Save and activate

    Once enabled, all users will be logged out and will be required to use the custom domain to login.

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  • Who has permission to view and export reports?

    Access to reports in Day Off depends on the permissions assigned to each role.

    Permission Based Access

    Only users who are granted the appropriate permissions can:

    • View reports
    • Export reports

    By default, this access is typically available to:

    • Admins (full access to all reports and exports)
    • Custom roles with reporting permissions enabled

  • What is a leave policy and how does it work in Day Off?

    A leave policy in Day Off is a way to define how time off works in your company. It allows you to set clear rules for different types of leave, such as vacation, sick leave, or personal time, and control how employees request and use them.

    With Day Off, creating and managing leave policies is simple and flexible. You can customize everything based on your company’s needs and apply different policies to different groups of employees.

    How Leave Policies Work in Day Off

    Day Off helps you organize leave in a structured and automated way. Once a policy is set up, the system takes care of tracking balances, applying rules, and managing requests.

    1. Create and Customize Leave Policies

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    You can create multiple leave policies, each with its own rules and settings.

    • Set different leave balances and allowances
    • Customize policies based on your company’s requirements
    • Create as many policies as you need

    This makes it easy to support different departments, roles, or locations.

    2. Add and Configure Leave Types

    Each leave policy can include one or more leave types, depending on what your company offers.

    Add leave types like:

    • Paid Time Off (PTO)
    • Sick Leave
    • Personal Leave
    • Paid Hours

    Customize options for each leave type:

    • Enable auto-approval
    • Allow half-day requests
    • Allow or restrict negative balances
    • Require documents for certain requests

    You’re not limited, each policy can include as many leave types as needed.

    3. Manage Accrual and Carryover Rules

    Day Off allows you to control how leave is earned and what happens to unused days.

    • Set up accrual rules (e.g., monthly or weekly, bi-weekly, or semi-monthly)
    • Decide if unused leave can carry over
    • Limit how much leave can be carried forward

    This ensures your leave policies match your company’s real-life rules.

    4. Assign Policies the Way You Want

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    One of the most powerful features is how flexible policy assignment is.

    You can assign leave policies in three ways:

    • By location: Apply a policy to everyone in a specific office or country
    • By team: Assign different policies to different teams (e.g., HR vs Engineering)
    • By individual employee: Customize policies for specific employees when needed

    This gives you full control and flexibility.

    5. Automatic Tracking and Management

    Once your leave policy is set up:

    • Employees submit leave requests
    • The system applies the correct policy automatically
    • Leave balances are updated instantly
    • Managers can approve or reject requests easily

    Everything runs smoothly without manual tracking.

    Why Leave Policies Are Important

    Having a clear leave policy helps your team:

    • Understand how much time off they have
    • Know the rules for requesting leave
    • Avoid confusion or miscommunication
    • Ensure fairness across the company

    For admins, it means less manual work and better visibility.

    Leave policies are the foundation of how time off is managed in Day Off. With flexible settings, customizable rules, and automatic tracking, you can create a system that fits your company perfectly, no matter how simple or complex your needs are.

  • How can I filter reports by date?

    Date filtering helps you analyze leave data within a selected timeframe, such as a month, quarter, or custom range.

    How to Apply Date Filters

    To filter a report by date:

    • Go to the Reports section
    • Open the report you want (e.g., Detailed Report or Total Report)
    • Select your desired date range
    • Apply the filter to update the results
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  • Does Day Off have APIs?

    The Day Off API allows you to seamlessly connect your systems with Day Off and automate key processes. With it, you can programmatically access and manage data such as employee records, leave requests, and balances, helping you reduce manual work and keep everything in sync across your tools.

    Setup Steps

    1. Go to the API Section in Day Off

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    Start by accessing the API settings inside your Day Off account.

    You’ll land on the API Key Management page.

    At first, this page might look empty (as shown in your screenshot), especially if you haven’t created any API keys yet. That’s completely normal.

    Think of this page as your control center for anything related to API access.

    2. Create a New API Key

    Before you can connect to the API, you need to generate an API key. This key acts like a secure password that allows your system to talk to Day Off.

    • Click on Add API Key
    • A popup window will appear
    • Enter a Name for your key: “HR System Integration” or “Zapier Automation”
    • Choose an Expiry Date: This adds an extra layer of security
    • Click Add

    Once created, your API key will be generated.

    3. Open and Understand the API Documentation

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    Now that you have your API key, the next step is to understand how to use it.

    • Click on Documentation
    • This will open the Day Off API documentation

    Inside, you’ll find:

    • A list of available endpoints (things you can do with the API)
    • Example requests and responses
    • Technical details for developers

    For example, you can:

    • Get a list of employees
    • Fetch leave requests
    • Check leave balances
    • Access teams, roles, and locations

    There’s also an option to download the OpenAPI specification, which is useful if you’re working with developers or tools like Postman.

    Think of the documentation as your instruction manual for the API.

    4. Connect Using Your API Key

    To connect your system with Day Off, you’ll need to include your API key when sending requests.

    • Add your API key like this:
     
    x-api-key: YOUR_API_KEY
     

    This step tells Day Off that the request is coming from you.

    If the key is missing or incorrect:

    • The request won’t work
    • You’ll get an error

    5. Start Using the Integration

    nce everything is set up, you can start using the API.

    You can now:

    • Get employee information
    • Track or manage leave requests
    • Keep data synced with your other tools

    This helps you save time and avoid doing the same work manually.

    Best Practices (Highly Recommended)

    To keep your integration secure and reliable:

    • Keep your API key private at all times
    • Rotate your API keys regularly (create new ones and delete old ones)
    • Always set an expiry date for better security
    • Never expose API keys in frontend apps or public repositories
    • Always refer back to the documentation when building requests

    The Day Off API gives you full control and flexibility to connect your systems with Day Off. While the setup is simple, it opens the door to powerful automation and customization.

    Once everything is in place, your team can reduce manual work, avoid errors, and keep all systems perfectly in sync.

  • How do I track employee leave balances through reports?

    The Balances Report gives you a clear overview of how much leave each employee has used and how much remains.

    Using the Balances Report

    To track leave balances:

    • Go to the Reports section
    • Open the Balances Report
    • Apply filters if needed (such as leave policy or team)

    What You Can See

    Inside the report, you’ll be able to:

    • View each employee’s total allocated balance
    • See how many days are used vs remaining
    • Break down balances by leave type (e.g., vacation, sick leave)
    • Check the total used vs total available per employee

    This gives you a complete and accurate picture of leave balances across your organization.

    Leave balance overview in Day Off app showing remaining PTO days, sick leave and vacation entitlements – Day OffDay Off

    Using the Total Report

    The Total Report helps you track how much leave employees have used over a specific period.

    To access it:

    • Go to the Reports section
    • Open the Total Report
    • Select a date range

    What You Can See

    • Total number of days or hours used per employee
    • Usage summary during a selected period
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  • How to Integrate Day Off with Microsoft Teams?

    Connect Day Off with your Microsoft Teams workspace to streamline leave management and improve team visibility. Employees can easily submit time off requests directly within Microsoft Teams, eliminating the need to switch between platforms and making the process faster and more efficient.

    Setup Steps

    • Navigate to the Integrations section from the main menu
    • Locate Microsoft Teams and click on Add Integration

    Once you click Add Integration, Day Off will prompt you to grant permission to connect with your Microsoft Teams workspace.

    • Review the requested permissions carefully
    • Click Allow to authorize the connection

    After authorization, you can proceed to configure the integration settings based on your organization’s preferences.

    1. Import Employees from Microsoft Teams

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    Start by importing your employees from Microsoft Teams to ensure your Day Off directory is aligned with your organization.

    • Click on Import employees
    • Day Off will sync users from your connected Microsoft Teams workspace
    • This helps eliminate manual data entry and keeps employee records consistent
    • Ideal for onboarding new employees or syncing large teams quickly

    Best Practice:
    Perform this step during initial setup or whenever your Teams directory is updated.

    2. Enable “Who is Absent” Daily Digest

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    This feature sends a daily summary of employees who are on leave directly to Microsoft Teams.

    • Enable Send daily message with who is absent
    • Currently, the digest is sent at the company level (as shown in your configuration)

    Why this matters:
    It gives teams a quick overview of availability, helping managers and employees plan their workday more effectively.

    3. Select Digest Message Style

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    Customize how absence information is displayed in Microsoft Teams notifications.

    • Name only: Displays only employee names for a simple overview
    • Name with leave type: Adds context such as vacation or sick leave
    • Name with leave type and date: Provides full details for better visibility

    Recommendation:
    Use name with leave type and date for clearer communication, especially in larger teams.

    4. Set Message Delivery Time

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    Control when daily notifications are sent to Microsoft Teams.

    • Choose the preferred time
    • Ensures notifications are delivered each day consistently
    • Helps teams start their day with clear visibility on who is absent

    Tip:
    Schedule messages early in the morning so everyone is informed before the workday begins.

    5. Save Your Changes

    • Click Save changes to apply your configuration
    • The Microsoft Teams integration will become active immediately

    Important:
    Any unsaved changes will be lost if you leave the page before saving.

    Integrating Day Off with Microsoft Teams simplifies how your team tracks absences and plans work. With automated daily digests and customizable message formats, your team stays informed without extra effort.

    As your organization evolves, you can easily update these settings to match your communication needs.

  • How to Integrate Day Off with Slack?

    Integrating Day Off with Slack enables your team to stay informed with real-time, automated notifications about absences, holidays, and leave updates, right within your Slack channels. Employees can conveniently submit time off requests directly through Slack, while approvers can review and approve or reject requests without leaving the platform.

    Setup Steps

    • Navigate to the Integrations section from the main menu.
    • Locate Slack and click on Add Integration.
    • Day Off will prompt you to grant permission to connect with your Slack workspace. Please review the requested permissions carefully, then click Allow to complete the connection.
    • Configure the integration settings based on your organization’s preferences.

    1. Import Employees from Slack (Optional but Recommended)

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    Start by importing your employees from Slack to ensure your Day Off directory is aligned with your workspace.

    • Click on Import employees
    • Day Off will sync users from your connected Slack workspace
    • This reduces manual data entry and ensures consistency between systems
    • It’s especially useful for growing teams or when onboarding multiple employees at once

    Best Practice:
    Run this step during initial setup or whenever you add many new employees to Slack.

    2. Enable “Who is Absent” Daily Digest

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    This feature sends a daily summary of employees who are on leave.

    • Turn on the toggle for Send daily message with who is absent
    • Choose how the digest should be grouped:
      • All company: one message for everyone
      • By location: separate summaries per office/location
      • By team: tailored messages for each team

    Why this matters:
    It helps managers and teammates quickly understand availability and plan work accordingly without checking Day Off manually.

    3. Select Slack Message Style

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    Customize how the absence information appears in Slack messages.

    • Name only: shows just employee names (simple and clean)
    • Name with leave type: adds context (e.g., vacation, sick leave)
    • Name with leave type and date: provides full detail for better planning

    Recommendation:
    Use name + leave type + date for maximum clarity, especially for larger teams or cross-functional collaboration.

    4. Enable Official Holidays Digest

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    Keep your team informed about upcoming public holidays automatically.

    • Enable the Official holidays digest toggle
    • Assign a Slack channel for each location you have in your account (e.g., US, UK, Spain, etc.)
    • Day Off will send reminders one working day before the holiday

    Why this is useful:
    It prevents last-minute surprises and helps teams prepare for reduced availability.

    5. Set Message Delivery Time

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    Control exactly when notifications are sent.

    • Choose the time for daily digests (e.g., 12:00 AM, Central Time)
    • This ensures messages are delivered at a consistent and predictable time
    • Align the timing with your team’s working hours or start of day

    Tip:
    Set the time early in the morning so teams can plan their day ahead.

    6. Save Your Changes

    • Click Save changes to apply all configurations
    • Your Slack integration becomes active immediately after saving

    Important:
    If you navigate away without saving, your settings will not be applied.

    Once set up, the integration runs seamlessly in the background, keeping everyone informed, aligned, and better prepared for daily operations.

    If your team structure or communication needs change, you can revisit these settings at any time to adjust channels, notification preferences, or delivery timing.