Archives: Knowledge Base

  • What types of reports are available in the Day Off?

    Reports in Day Off give you clear visibility into employee time off, helping HR teams and managers make informed decisions.

    Available Report Types

    Balances Report

    The balances report helps you monitor employees’ leave balances in detail.
    You can:

    • Filter by leave policy

    • View how many days are used vs total available for each leave type

    • See the total used vs total allocated balance per employee

    Balances report 1 e1774793544977 Knowledge Base

    Detailed Report

    This report provides a complete log of leave requests.
    You can:

    • Filter by a specific date range

    • View all requests submitted within that period

    • See request statuses including accepted, pending, rejected, or deleted

    Detailed report 1 e1774793608675 Knowledge Base

    Total Report

    The total report gives you a summarized view of time off usage.
    You can:

    • Filter by a date range

    • See the total number of days or hours each employee has used within this period

    Total report e1774793670698 Knowledge Base

    Accruals Report

    The accruals report focuses on earned leave over time.
    You can:

    • Track employees with accrued balances

    • See how many days or hours they have earned

    • View the next accrual date

    Accrual report e1774793728379 Knowledge Base

    Carryover Report

    This report helps you track carried over leave balances.
    You can:

    • Identify employees with carryover balances

    • View the expiry date of carryover days

    • See how many days are used and remaining

    Carryover report e1774793784364 Knowledge Base

  • How do I sync my calendar to Outlook calendar?

    Syncing your Day Off calendar with Outlook allows you to see your time-off requests together with your meetings and events in one place. This makes it easier to manage your schedule, avoid double bookings, and stay aware of your availability at all times.

    For Admins / Employees (Initial Setup)

    Integrations 1 Knowledge Base

    Before setting up the sync, you need to connect your Day Off account with Outlook.

    • Open the Day Off dashboard
    • From the main menu, go to Integrations
    • Find the Outlook Integration section
    • Click on Add Integration
    • A Microsoft window will appear asking you to grant permission
    • Review the permissions and click Accept

    This step allows Day Off to securely connect with your Outlook calendar so it can send your leave data and keep it updated automatically.

    Configure Outlook Calendar Sync

    After connecting your account, you can choose what exactly you want to sync and how it should appear in Outlook.

    Choose what to sync

    Group 1171275922 1 1 1536x1390.png 1 Knowledge Base

    You will see several options depending on how much information you want in your Outlook calendar:

    • Sync my calendar only
      This option will sync only your personal time off requests.
      It is best if you only want to track your own leave without seeing others. It keeps your calendar simple and focused on your schedule.

    • Sync my calendar and subordinates’ calendar
      This will include your requests and the requests of employees who report to you.
      It is useful for managers who need to monitor their team’s availability and ensure there is always enough coverage.

    • Sync my team’s calendar
      This option will sync all requests within your team or department.
      It helps team members stay aligned and avoid too many people being off at the same time.

    • Sync all company’s calendar
      This will sync all employee requests across the entire company.
      It provides full visibility and is usually used by admins or roles that require a complete overview of everyone’s availability.

    Select Outlook calendar

    Capture 36 Knowledge Base
    • If you have more than one calendar in Outlook, you can choose where the data should appear
    • This helps you keep your personal calendar separate from your work or shared calendars
    • Selecting the correct calendar ensures your time-off events are organized properly

    Mark calendar as

    Capture 37 Knowledge Base

    This setting controls how your time off appears to others in Outlook:

    • Free
      Your time off will be visible in your calendar, but it will not block your time.
      This means others can still schedule meetings with you during that period.

    • Busy (Only your requests will mark as busy)
      Your time off days will be marked as busy, which prevents others from booking meetings during that time.

      This helps protect your time off and avoids interruptions.
      Note: Only your own requests will block your calendar, not other employees’ requests.

    Final Step

    After choosing all your preferences, click Save Settings

    Once saved:

    • Your Day Off calendar will automatically sync with Outlook
    • The time off requests will appear in your selected Outlook calendar
    • Any updates or changes in Day Off will be reflected in Outlook automatically

    Additional Option

    • If you no longer want to sync your calendar, you can click Disconnect Calendar at any time
    • This will stop all future updates between Day Off and Outlook

    Final Note

    Syncing your calendar helps you stay organized by keeping all your important events and time off in one place. It improves planning, reduces scheduling conflicts, and makes it easier to manage your time effectively.

  • How can I export reports in Day Off?

    Day Off provides reporting tools that allow you to extract and analyze leave data, helping HR teams and managers with tracking and decision making.

    Using the Web Version

    Report exporting is available on the web platform, where you have full access to reporting features.

    To export a report:

    • Go to the Reports section
    • Select the type of report you need (e.g., balances, detailed, or total report)
    • Apply filters (e.g., team, date range, or leave type)
    • Click Export
    • Download the report (typically in Excel)

    This allows you to customize reports based on your needs before exporting.

    Untitled design 2 e1774791408436 Knowledge Base

  • How do I filter the company calendar by location or team?

    Filtering the calendar helps you focus only on the people that matter to you, instead of seeing everyone in the company. This makes it much easier to plan ahead, avoid conflicts, and understand who is available within your team or location.

    For Employees

    Employees can use filters in the calendar to narrow down what they see. However, what you can filter depends on the visibility settings set by your admin.

    Capture 32 Knowledge Base
    • Open Day Off 
    • Go to the Calendar section
    • At the top of the calendar, locate the filter or dropdown menu

    Choose your preferred view:

    • Team: Displays only employees within your team or department
    • Location: Displays employees from a specific office or branch

    Once you select a filter, the calendar will automatically update to show only the relevant employees and their time-off requests.

    Important to understand:

    • If your calendar is set to show all company requests, you will have more flexibility. You can switch between teams and locations and explore different groups easily

    • If your calendar visibility is limited (for example, only your team or your location), then you will only see those employees, and filtering options may also be limited

    In simple terms, you can only filter what you are allowed to see. If your access is restricted, the calendar will not show data outside your assigned scope.

    For Admins

    Admins have full access to all employee data, which means they can filter the calendar without any limitations.



    Admins can quickly adjust the calendar view to focus on specific groups or locations:

    Steps to filter the calendar:

    • Open the Day Off dashboard
    • Go to the Calendar section
    • Use the filters at the top of the page

    Available filter options:

    • By team or department: Focus on a specific group
    • By location: View employees in a particular office or branch
    • Combine filters (if available): Narrow down results further based on your setup
    filter Knowledge Base

    As soon as you apply a filter, the calendar will refresh and display only the selected group, making it easier to review requests and manage availability.

    This is especially helpful for admins who manage multiple teams or locations and need to quickly switch between different views.

    How to remove filters and show all company requests

    If you want to reset the calendar view and see all employee requests again, you can easily remove the applied filters.

    Capture 35 Knowledge Base
    • Open the Calendar in the Day Off app
    • Click on the filter button at the top of the calendar
    • In the filter window, review the selected filters (such as Location or Team)
    • Click the “×” (X) icon next to each selected item (e.g., UK, Spain, or Mobile Developer) to remove it
    • Once all filters are cleared, click Save

    After applying these changes, the calendar will automatically refresh and display all employee requests across the company.

    This allows you to return to the full calendar view at any time.

    Why filtering is useful

    Using calendar filters gives you a flexible way to view only the information you need, whether it’s your team, a specific location, or the entire company.

    By easily switching between filtered and full views, you can plan more effectively, avoid conflicts, and stay aligned with your team’s availability at all times.

  • Can I create a “View-Only” role for our external accountant or auditor?

    Day Off allows you to customize roles by selecting specific permissions, so you can give access without allowing any changes.

    Using the Web Version

    You can create a limited access role directly from the web platform.

    To set up a view only role:

    • Go to Security
    • Go to permissions
    • Create a new permission group
    • Select only view related permissions from the full Admin permission list
    • Avoid enabling any edit, approve, or management permissions
    • Assign this role to the view only users

    You can allow access to:

    • Employee profiles
    • Leave balances
    • Requests and history
    • Teams, policies, and schedules

    All without giving the ability to modify anything.

    Capture 33 Knowledge Base

  • How do I restrict employees from seeing the reason or leave type for their colleagues’ leave?

    Admins can control how much information employees see in the calendar. This helps keep employee information private while still allowing everyone to know who is off and when.

    For Admins

    To adjust these settings:

    • Open the Day Off dashboard
    • Go to Settings from the main menu
    • Select Calendar Options
    • Find the section called Customize leave card in calendar
    • Choose one of the following options:

    1. Hide leave type and show leave category

     

    • Employees will not see the exact leave type (like Annual Leave or Sick Leave)

    • Instead, they will see a general label such as “Leave”

    • The employee name will still be visible, so others know who is off

    • This option is useful if you want to give some idea that the person is on leave, but without sharing specific details

    In simple terms, employees can see that someone is off, but not exactly why.

    Calendar options 1 Knowledge Base

    2. Hide leave type and category

    Employees will not see any information about the leave type or category
    Only the employee name will appear on the calendar
    No reason, type, or additional details will be shown

    This is the most private option. Employees will only know that someone is off, without any extra information.

    Capture 31 Knowledge Base

    Important Note

    These settings affect employees only

    Admins will still see everything, including:

    • Leave type
    • Dates
    • Reasons or notes
    • Any attached documents
    • Employee leave balances

    So even if information is hidden from employees, admins always have full access.

    3. Final Step

    After choosing the option you prefer, click Save

    The changes will apply immediately, and employees will start seeing the updated view in their calendar.

    By adjusting these settings, you can control the level of privacy in your organization while still keeping the team informed about availability.

    This flexibility ensures that sensitive information remains protected, while employees can still plan effectively by seeing who is off and when.

  • How to change a user’s role/permissions?

    Updating roles allows you to adjust what each user can see and do as your team evolves.

    Using the Web Version

    Role and permission changes are managed through the web platform.

    To update a user’s role:

    • Go to the Employees Overview
    • Open the employee’s profile you want to update
    • Change their assigned role (e.g., Employee, Manager, Admin, or custom role)
    • Save the changes

    To update a multiple user’s role:

    • Go to the Employees Overview
    • Select the required employees
    • Click on Bulk action 
    • Choose assign to role 
    • Choose the role
    • Click confirm
    Untitled design 1 1 Knowledge Base

  • Can I change the calendar options and view?

    Admins can control what employees see in the calendar, including whose requests are visible, which request statuses appear, and how much detail is displayed. This helps balance transparency with privacy across the organization.

    to change what employees can see in the calendar:

    • Open the Day Off dashboard
    • Click on Settings from the main menu
    • Go to Calendar Options

    From there, you can control what appears in the calendar and who can see it.

    Capture 29 Knowledge Base

    1. Select whose requests employees can view

    This setting defines the scope of visibility, in other words, whose time off requests will appear in the employee calendar.

    • Employee & subordinates
      Employees will only see their own requests and those of employees who report directly to them.

    • Team members
      Visibility is limited to employees within the same team or department, helping teams coordinate without exposing company-wide data.

    • Locations
      Employees can view requests from others within the same office or geographic location.

    • All company
      Employees can see requests from everyone in the organization, providing full transparency across teams.

    This setting is important for controlling how much visibility employees have into others’ schedules.

    2. Which requests to show

    This option controls the status of requests that appear in the calendar.

    • Approved requests only
      Only confirmed and approved time off requests will be visible. This keeps the calendar clean and avoids confusion from unconfirmed plans.

    • Pending and approved requests
      Both pending and approved requests will be displayed. This gives employees better insight into potential overlaps before requests are finalized.

    Choosing the right option depends on whether you want employees to plan based only on confirmed absences or also consider upcoming requests.

    3. Customize leave card in calendar

    Capture 30 Knowledge Base

    This section controls how much detail is displayed on each leave entry in the calendar.

    • Show leave type
      Displays full details (e.g., Annual Leave, Sick Leave), giving maximum transparency.

    • Hide leave type and show leave category
      Shows a more general label (e.g., “Leave”) instead of the exact type, offering moderate privacy.

    • Hide leave type and category
      Displays minimal information (e.g., just the employee name), ensuring higher privacy.

    This helps organizations balance visibility with confidentiality, especially for sensitive leave types.

    4. Comp off requests in calendar

    This setting determines whether compensatory off (comp off) requests are visible in the calendar.

    • Show comp off
      Comp off requests will appear like other leave types, giving a complete view of availability.

    • Hide comp off
      Comp off requests will not be displayed, keeping the calendar simpler or more private if needed.

    5. Save your changes

    After configuring all settings:

    • Review your selections carefully to ensure everything is set as intended
    • Click Save to apply the changes

    Once saved, these settings will immediately control how employee requests are displayed across all calendars.

    You can return to this section at any time to update or adjust the settings whenever needed.

    Customize Calendar Week Start

    Admins can customize the calendar view by selecting the starting day of the week (e.g., Sunday–Saturday or Monday–Sunday).

    Capture 28 Knowledge Base
    • Open the Day Off dashboard
    • Go to Settings from the main menu
    • Select Work Schedules
    • Click on the edit icon next to the schedule
    • Choose the preferred week starting day (e.g., Sunday or Monday)
    • Scroll down and click Save

    Once saved, the calendar view will automatically update and be reflected for all employees based on the admin’s selection.

    Final Notes

    These settings help you control how the calendar looks and what employees can see. By adjusting them, you can make the calendar simple, clear, and useful for everyone.

    You can choose how much information to show, who can see requests, and how detailed each leave entry should be. This helps employees plan better while still keeping privacy where needed.

    If your company’s needs change, you can update these settings at any time.

    A well-organized calendar makes it easier for teams to plan time off, avoid conflicts, and stay informed.

  • Can a manager add requests for their team?

    Day Off allows managers to support their team by submitting requests for them, which is especially useful in cases where employees are unavailable or need assistance.

    How Managers Add a Request

    Managers can easily submit a request for any team member from their profile:

    • Go to the Employees Overview
    • Click on the employee’s name to open their profile
    • Click on “Add Day Off”
    • Choose the leave type
    • Select the start and end date
    • Click Submit Request
    Leave request hours all day Knowledge Base

    How the Request is Processed

    Once submitted:

    • The request is automatically recorded in the system
    • It goes directly into the approval workflow
    • It is added as an accepted request (not pending)

    This makes it faster for managers to handle requests without extra approval steps.

    Permission Based Control

    This feature depends on role permissions. Admins can enable or restrict whether managers can add requests for their team.