Archives: Knowledge Base

  • How to set a negative balance for leave?

    Negative balance allows employees to request leave even if they don’t have enough available balance. This is useful in cases where employees need to take time off in advance and will earn the leave later through accruals or future allocations.

    Steps to configure negative balance

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

    1. Go to Settings

    Open the Settings section, the main area for managing all system configurations. This is where you can control how leave policies behave across your organization.

    2. Navigate to Leave Policies

    Access the Leave Policies section to view all available leave policies. Click on the edit icon near the policy. Each leave type can have its own rules, including whether a negative balance is allowed.

    3. Click the edit icon next to the leave type

    Select the specific leave type you want to configure. This ensures that the negative balance rule is applied only to that leave type and not others.

    4. From the left-side menu, select Additional Rules

    Open the Additional Rules section, where you can configure advanced settings that affect how leave is requested and consumed.

    5. Enable the “Allow negative balance” toggle

    Turn on this option to allow employees to request leave even if their current balance is insufficient. Once enabled, the system will permit requests that bring the balance below zero.

    6. Choose the limit type

    Decide how much flexibility you want to allow:

    • Unlimited: Employees can continue requesting leave regardless of how far their balance goes into the negative. This offers maximum flexibility but less control.

    • Limited: Set a cap on how much negative balance is allowed to ensure employees do not exceed a defined limit.

    7. Set the allowed negative amount (if limited)

    If you choose a limited option, define the maximum negative balance (e.g., -3 days). This means employees can only request leave until they reach that negative threshold, after which they won’t be able to submit further requests.

    8. Click Save

    Save your changes to apply the configuration. The negative balance rule will now be active for the selected leave type.

    What does this mean for employees?

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

    Employees will be able to submit leave requests even if they don’t have enough balance available. If a limit is set, they can only go negative up to the defined amount. This gives them flexibility while still keeping usage under control.

    Can admins control or adjust this?

    Yes, admins have full control over employee balances and can make adjustments when needed to ensure accuracy and compliance with company policies.

    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off
    • Go to the Employees list.

    • Click on the employee to open their profile.

    • Navigate to the Balance section.

    • Click the edit icon next to the leave type you want to manage.

    • In the Adjustment section, you can:

      • Add days or hours to increase the employee’s balance
      • Deduct days or hours to reduce the employee’s balance

    • Click Save to apply the changes.

    These adjustments will be immediately reflected in the employee’s balance, allowing admins to manage negative balances and ensure everything stays accurate and up to date.

    By enabling negative balance, you give employees more flexibility to take time off when they need it, even if they haven’t yet earned enough leave. At the same time, admins can easily monitor and adjust balances to keep everything accurate and under control. This creates a balanced approach that supports both employee needs and company policies.

  • How can I request an hourly?

    You can request hourly leave in Day Off if your leave policy allows time off to be tracked in hours instead of full days.

    Steps to Request Hourly Leave

    To submit an hourly request:

    • Go to the dashboard
    • Click on “Add new”
    • Click on “Add day off”
    • Select the leave type
    • Set the request start and end dates, and if the request is for one day, enter the start and end times.
    • Click Submit Request
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

    What Happens Next

    • Your request is sent to the assigned approver(s)
    • It follows the normal approval workflow
    • Once approved, the requested hours are deducted from your balance

    Important Notes

    • Leave types in hours balance unit ust be added and activated in leave policy
    • You need to have an available hourly balance
    • Hourly requests must be enabled in your leave policy
    • The system calculates the exact hours automatically

  • How to require a mandatory comment or reason when submitting a leave request?

    By default, adding a reason when submitting a leave request is optional. Employees can include a comment to provide more context, and this will be visible to admins during the review process. However, you can make this field mandatory to ensure that every request includes a reason.

    Steps to require a reason

    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 leave configurations are managed.
    • Navigate to Leave Policies
      Access the list of all leave policies in your organization, click on the edit icon near the required leave policy.
    • Click the edit icon next to the leave type
      Select the leave type where you want to require a reason.
    • From the left-side menu, select Restrictions
      Open the Restrictions section where request-related rules are configured.
    • Enable the “Requires a reason” toggle
      Turn on this option to make adding a reason mandatory for this leave type.
    • Click Save
      Apply your changes to activate the requirement.

    What does this mean for employees?

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

    Once this option is enabled, adding a reason becomes a required step when submitting a leave request. Employees will need to provide a clear explanation before they can proceed. If they try to submit the request without a reason, a message will appear prompting them to fill it in, and the request will not be submitted until the required information is provided.

    Can approvers see the reason for a leave request?

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

    Yes, the reason provided by the employee is clearly visible to approvers at every stage of the request.

    • While the request is pending, approvers can review the reason to better understand the context before making a decision
    • After the request is approved or rejected, the reason remains available as part of the request details
    • The reason is also included in the Reports section, allowing admins and managers to track and review past requests easily

    This ensures full transparency, helps approvers make more informed decisions, and keeps a clear record of all leave requests over time.

  • How can I request a half day?

    You can easily request a half day in Day Off when submitting a leave request.

    Steps to Request a Half Day

    To request a half day:

    • Go to the dashboard
    • Click on “Add new”
    • Click on “Add day off”
    • Select the leave type (e.g., vacation, sick leave)
    • Choose the date
    • Select Half Day (Select morning or afternoon)
    • Click Submit Request
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

    What Happens Next

    • Your request is sent to the assigned approver(s)
    • It follows the normal approval workflow
    • Once approved, only half a day is deducted from your balance

    Important Note

    • The half day option must be enabled in your leave policy
    • Availability may depend on your company’s settings

  • How do I set a request period for leave requests?

    Setting a request period allows you to control the minimum and maximum number of days or hours an employee can request in a single leave request. This helps ensure that leave requests stay within acceptable limits based on your company’s policy.

    Steps to configure request period rules

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

    1. Go to Settings

    Open the Settings section where all leave configurations are managed.

    2. Navigate to Leave Policies

    Access the list of all leave policies in your organization, click on the edit icon near the required policy.

    3. Click the edit icon next to the leave type

    Select the leave type you want to apply request period rules to.

    4. From the left-side menu, select Restrictions

    Open the Restrictions section where you can manage request-related rules.

    5. Enable the “Request Period” toggle

    Turn on this option to define limits for leave requests.

    6. Set the minimum and maximum values

    • Minimum: The least number of days or hours an employee can request
    • Maximum: The maximum number of days or hours allowed in a single request

    7. Click Save

    Apply your changes to activate the request period rule.

    What does this mean for employees?

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

    Employees will only be able to submit leave requests within the defined range. If they try to request less than the minimum or more than the maximum allowed, they will receive an error message and will not be able to proceed.

    Can admins override this restriction?

    Yes, admins can still submit leave requests on behalf of employees even if the request does not meet the defined limits, allowing flexibility for special cases.

    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off
    • Go to the Employees list.
    • Click on the employee to open their profile.
    • Click Add a Day Off (located under the employee profile picture).
    • Select the leave type and choose the dates.
    • Click Submit.
    • A message will appear indicating that the request does not meet the defined request period limits.
    • Click Confirm to proceed with submitting the request.

    This ensures that admins can handle exceptions when needed, while the system still enforces the rules for regular employee requests.

  • How can I request comp/time off?

    Requesting Comp Off in Day Off is simple and follows the same process as any leave request.

    Steps to Request Comp Off

    To submit a comp off request:

    • Go to the dashboard 
    • Click on “Add new”
    • Select “Add Comp Off”
    • Select the leave type that balance will be added on
    • Choose the start and end date that you worked
    • Add a reason if needed (optional)
    • Click Submit Request
    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off

    What Happens Next

    • Your request is sent to the assigned approver(s)
    • It goes through the approval workflow
    • Once approved, the time will be Added to your comp off balance
    • Now you can use this balance in time off requests.

    Important Notes

    • Comp Off must be enabled in your leave policy
    • You need to have an available comp off balance to use it in later in time off. 

    Web & Mobile

    • You can request comp off from both web and mobile
    • Everything is synced in real time
    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

  • Is it possible to set probation period rules for leave?

    Yes, you can set probation period rules to control how employees use leave during their probation period. This allows you to restrict or manage leave requests for new employees until they complete a defined period.

    Steps to configure probation period rules

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

    1. Go to Settings

    Open the Settings section where all leave configurations and policies are managed.

    2. Navigate to Leave Policies

    Access the list of all leave policies available in your organization.

    3. Click the edit icon next to the required leave policy

    Select the policy you want to update. This allows you to manage its settings in detail.

    4. Click the edit icon next to the leave type

    Choose the specific leave type (e.g., annual leave) where you want to apply the probation rule.

    5. From the left-side menu, select Additional Rules

    Open the section that contains extra configurations related to leave behavior and eligibility.

    6. Enable the “Balance effective after” toggle

    Activate this option to delay when the leave balance becomes available for use.

    7. Set the required period

    Define how long the employee must wait (e.g., 3 months). During this time, the leave balance will not be usable.

    8. Click Save

    Apply your changes to activate the probation rule.

    What happens if an employee requests leave during probation?

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

    If an employee tries to submit a leave request before the defined probation period ends, they will not be able to proceed.

    An error message will appear informing them that their leave balance is not yet active. This ensures that employees clearly understand why the request cannot be submitted and when they will become eligible to use their leave.

    Can admins override probation period restrictions?

    Yes, admins can override this restriction and submit leave requests for employees even if their balance is not yet active.

    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off
    • Go to the Employees list.
    • Click on the employee to open their profile.
    • Click Add a Day Off (located under the employee profile picture).
    • Select the leave type and choose the dates.
    • Click Submit.
    • A message will appear indicating that the employee’s balance is not yet active.
    • Click Confirm to proceed with submitting the request.

    This allows admins to handle urgent or exceptional cases, even during the employee’s probation period.

    By setting probation period rules, you can control when employees become eligible to use their leave in a clear and structured way. Admins still have the flexibility to handle special cases when needed, while employees are kept informed about their eligibility. This helps ensure fairness, better planning, and a smoother leave management process for everyone.

  • Can I set carryover rules for unused leave?

    Yes, you can set carryover rules to control how unused leave is handled at the end of a leave cycle. This gives you flexibility to either allow employees to keep their remaining balance, limit how much they can carry forward, or set an expiration period for unused days.

    Steps to configure carryover rules

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

    1. Go to Settings

    Open the main Settings area where all system configurations are managed, including leave policies and rules.

    2. Navigate to Leave Policies

    Access the section that contains all your company’s leave policies, such as full-time, part-time, or any custom leave policies.

    3. Click the edit icon next to the leave type

    Choose the specific leave type you want to apply carryover rules to. This allows you to configure settings individually for each leave type.

    4. From the left-side menu, select Carryover

    Open the Carryover tab, where you can define how unused leave balances should be treated at the end of the leave period.

    5. Enable the Carryover toggle

    Turn on the carryover option to allow unused leave to be transferred to the next leave cycle. If this is disabled, any unused balance will not be carried forward.

    6. Choose the carryover balance

    Decide how much unused leave employees can carry over:

    • Unlimited: Employees can carry forward their full remaining balance without any limits.

    • Limited: Set a maximum number of days (or hours) that can be carried forward, even if the employee has more unused leave.

    7. Set the carryover expiry

    Define what happens to the carried leave after it is transferred:

    • Does not expire: Carried leave remains available indefinitely.

    • Expires: Set a number of days after which the carried leave will expire if not used.

    What does this mean for employees?

    At the end of each leave cycle, any unused leave will be handled automatically based on your configuration. Employees will clearly know whether their unused days are carried forward, limited, or subject to expiration, helping them better plan their time off.

    Can admins edit carryover for a specific employee?

    Yes, admins can manually adjust the carryover balance for any employee. This is useful in special cases where exceptions need to be made or corrections are required.

    Day Off app feature showing employee leave tracking, PTO management and absence scheduling – Day OffDay Off
    • Go to the Employees list.
    • Click on the employee to open their profile.
    • Navigate to the Balance section.
    • Click the edit icon next to the leave type you want to update.
    • Locate the Carryover section within the leave balance settings.
    • Adjust the carryover value as needed.
    • Click Save to apply the changes.

    Once saved, the updated carryover balance will be immediately reflected in the employee’s leave records. This allows admins to maintain flexibility while ensuring accurate leave tracking.

    Can employees view their carryover balance and expiry?

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

    Yes, employees can easily see how much leave has been carried over and whether it has an expiration date.

    • Go to the Balance section.
    • Click on the relevant leave type.

    In the detailed view, employees will be able to see:

    • The carryover amount transferred from the previous period
    • Whether the carryover has an expiration date
    • The exact expiry date (if applicable)

    This helps employees stay informed about their available leave and ensures they use any expiring balance on time.

    By setting up carryover rules, you can handle unused leave in a clear and flexible way. Admins can adjust balances when needed, and employees can easily see what has been carried over and when it may expire. This ensures transparency, better planning, and a smoother leave management experience for everyone.

  • what is comp off request?

    A Comp Off (Compensatory Off) request in Day Off allows employees to take time off in exchange for extra time they’ve worked.

    What Does “Comp Off” Mean?

    Comp Off is typically used when:

    • An employee works extra hours
    • Works on a weekend or public holiday

    Instead of overtime pay, the employee receives time off for using it later.

    How It Works

    • The employee earns compensatory time based on extra work
    • They submit a Comp Off request to earn time they worked as extra time off balance to be used later
    • The request goes through the approval workflow
    • Once approved, balance is added

    When to Use Comp Off

    Common scenarios include:

    • Working on weekends
    • Covering urgent tasks outside working hours
    • Supporting during holidays or peak periods

    Web & Mobile

    • Employees can submit Comp Off requests from both web and mobile
    • Managers can review and approve them like any other leave request
    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