Manage, track, and approve employee absences (vacation, sick days, and more) with Connecteam’s Time Off feature. Time Off digitizes the entire process so you can avoid manual tracking and calculations, while keeping everything transparent for both admins and users.
Why You Need to Manage Your Company's Time Off
Accurately managing time off is important for several reasons:
Compliance and legal purposes: In many regions, businesses are legally required to provide paid leave. A clear tracking system helps prevent mistakes that could lead to compliance issues.
Record keeping: Time off can involve sensitive information (personal reasons, payroll, entitlement). A digital system helps you keep organized records of policy rules, balances, request history, and absences.
Company operations: Seeing planned absences in advance helps you schedule coverage and avoid too many users being off at the same time.
Data reporting: Software-based tracking helps you spot patterns (for example, peak vacation periods) and understand which policies are most commonly used.
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Time Off: Activating the Feature and Creating Policies
Before you can manage Time Off, you need to activate the feature.
Activate Time Off
From the left sidebar, select Time Off.
Click Activate.
After activation, you’ll enter the Time Off dashboard, where you manage policies, requests, approvals, and balances.
Create Policy Types (Paid and Unpaid)
On the right side of the dashboard, you can create policy types under:
Paid policies
Unpaid policies
Policy types help you organize different categories such as vacation, sick leave, jury duty, and more.
In Paid or Unpaid, click + Add Type.
Enter a name for the policy type (for example, “Time Off,” “Sick Leave,” or “Unpaid Leave”).
Click Save.
Under the policy type you created, click + Add Policy to create individual policies (covered in detail below).
Example: You can create three policy types:
Paid: Time Off
Paid: Sick Leave
Unpaid: Unpaid Leave
Getting to Know the Dashboard
Left Side: Approved Time Off and Policy Insights
Here you can:
Select a policy to view users assigned to it
Review the number of requests per user
Track approved hours/days and current balances
See pending requests (if your policies require approval)
Right Side: Policies and Admin Actions
Here you can:
Create and manage Paid and Unpaid policy types and policies
Click + Add Type to create additional policy types
Add Time Off on behalf of users
How to Set Time Off Policies (Paid/Unpaid)
Time off policies should be clear and accessible so users understand:
Whether time off is paid or unpaid
How much time they receive
Their current balance
When requests require approval and what the limits are
In Connecteam, Paid and Unpaid policies are set up the same way. Creating a policy includes four parts:
Policy details
Settings
Assignments
Balances
In the example below, you’ll create a Paid time off policy for full-time employees.
Part 1: Setting the Policy Details
From the Time Off dashboard, go to Paid (or Unpaid) policies.
Click + Add Policy.
Enter the Policy name (example: “Full-Time Employees”).
Choose whether the policy is calculated by Hours or Days.
Decide whether there is a limit on the amount of time off to be allocated, whether users receive unlimited time off days, or whether the limit is managed in another system.
If the time-off allowance is set to Unlimited, continue to steps 8–9 to configure the request settings and assign users to the policy. In this example, I will select the option Yes, there is a limit.
Set the accrual cycle:
Calendar year (January 1)
Custom date
Employee anniversary
Select which work days the policy applies to. Enter the work hours per day.
Example: If your work days are Monday–Friday and work hours are 8 per day, a request from Thursday to Sunday counts as 2 work days (Thursday and Friday), totaling 16 hours.
Part 2: Set the Accrual Settings
Decide whether users earn a fixed amount of hours/days (for example, 20 days per year), or if they are earned per each hour worked (for example, 1 day per 150 hours worked).
Fixed amount
If you choose the Fixed amount option, decide whether the accrual occurs on a weekly, biweekly, monthly etc. basis, or all at once at the beginning of the year.
Next choose the next accrual date, for example, the first of the month.
Define how many leave days users accrue each cycle. In our example, users accrue 1.5 days per month, resulting in a total of 18 days per year.
Finally, decide whether employees should earn additional leave based on their tenure. For example, employees who have been with the company for more than one year may accrue 2 additional days a year.
By looking at the accrual preview, can preview upcoming cycles to see how much will be accrued on certain dates.
Earned per hour
Users earn time off based on hours worked (for example, for every 150 hours worked, users earn 1 day).
Start by defining the accrual cycle. Decide whether the accrual occurs on a weekly, biweekly, monthly etc. basis, or at an immediate threshold (users accrue time off as soon as the hours worked threshold is reached)
Define the cycle period by specifying when each cycle starts and ends. In this example, each cycle runs from the first day of the month through the end of the month.
Set the accrual date and timing, for example, the 15th of the month.
Define how many leave days are accrued based on hours worked, and specify whether paid break time should be included in the accrual calculation. Note that this data is derived from the user's timesheets.
For salaried employees who don't log their hours in the timesheet, you can toggle on the option For salaried employees use standard work hours.
Finally, decide whether employees should earn additional leave based on their tenure. For example, employees who have been with the company for more than one year may accrue 2 days for every 150 hours worked, while employees with less than one year at the company accrue 1 day for every 150 hours worked.
💡 Tip: For hourly employees, hourly accrual requires working hours from Time Clock. If you want to accrue time off by hours, make sure Time Clock is activated and users are clocking in.
Finally, click Next step.
Part 3: Set Limitations
Decide whether to set a yearly accrual limit, to stop employees from accruing time off once they reach the yearly limit.
Set the carryover limit (how many hours/days can transfer to the next year).
Set the negative balance limit, which is the maximum number of days employees can request when they don't have enough balance.
Set the maximum balance limit, which is the maximum number of days an employee can accumulate. Accrual stops when the limit is reached and resumes once the balance falls below it.
Set the Max yearly usage, which is the maximum number of days an employee can use in a single policy year (01/01). Requests that would exceed this limit will be blocked.
For each of the limitations above, except for minimum work hours for accrual cycle and accrual waiting period, you can decide whether they're based on tenure or whether the limitation applies to all users. This allows admins to configure limits based on employee tenure within the same policy. The rules are automatically updated when employees reach predefined tenure milestones.
In the example below, employees who've worked in the company for less than 12 months are not entitled to go into negative balance, while those who worked 12 months or more can request up to 5 days if they don't have enough balance.
Part 4: Define the Request Settings
Choose whether time off requests require admin approval.
Set the minimum notice period required for time-off requests. For example, employees may be required to submit requests at least 7 days before the requested time off.
Set the minimum and/or maximum duration limits for time-off requests. Requests that fall below the minimum or exceed the maximum duration will display a validation message and cannot be submitted until they meet the policy requirements.
Define a waiting period for new employees before they can submit time-off requests. For example, employees may be required to wait 90 days from their start date before requesting time off.
Decide whether to require users to attach a file to requests, such as a doctor's note.
Part 5: Assign the Policy to Users
Select the relevant users from the list.
Use filters to quickly find users based on your criteria.
Click Next step.
Part 6: Set the Assigned Employees' Balance
Each user may have a different balance (due to prior time off, carryover, or policy changes). Set each user’s starting balance so requests deduct correctly.
Enter the balance next to each user.
Click Save.
💡 Tip: Prepare a list of your users’ current balances before you start. This step is typically done once during setup.
Congrats—you’ve created a Time Off policy!
Admin Actions to Manage Time Off
After setup, admins can manage requests, balances, and absences from the Time Off dashboard.
Approving a Time Off Request
Once your employees request time off you may need to approve it. This can be done from the time-off dashboard on the desktop Simply navigate to the view request button and you'll be able to see all the requests awaiting approval. Here you can approve or decline them.
Adding Time Off on Behalf of Your Employees
Admins can add time off for users directly from the dashboard.
From Time Off, click Add time off.
Select the user.
Select the policy.
If your account has more than one Time Clock, select which Time Clock the time off should appear in.
Select the date range for the time off.
Review the deducted hours/days and the updated balance.
(Optional) Add a note.
Click Add time off to save.
💡 Tip: To add a partial day, toggle All day off and enter the specific hours.
How to View Employees' Approved Time Off
Approved Time Off appears in multiple places so you can always stay on top of coverage.
Option 1: The Time Off lobby
Open Time Off.
Review the main table to see users with requests and approved time off.
Hover over the remaining balance to see details (when available).
Click a user row to view request history.
💡 Tip: To view approved time off by a specific policy, use the policy drop-down and select the relevant policy.
Option 2: The user’s profile
Open the user’s profile.
Go to the Time Off section.
Review:
Policies assigned
Balances per policy
Request history
Time Off on the Admin Tab
Connecteam lets you manage Time Off from mobile so you can stay in control on the go.
Open the mobile app.
Go to the Admin tab.
Tap Time Off.
From here you can:
See who is on Time Off today
Approve or decline pending requests
View request history
Add Time Off on behalf of users
How Does Time Off Look for My Employees
Users can view their balances and requests from the mobile app.
From the mobile app, users open My Profile.
Users go to Time Off to view:
Policies assigned
Balance per policy
Request history
Users tap View requests to see past requests and submit a new request.
To help users learn how to request Time Off from both mobile and desktop, share your internal employee guide/article for requesting Time Off.
How Users Can Submit Time Off Requests
Users can submit requests from either the mobile app or the desktop platform.
Submitting Time Off Requests as a User From the Mobile App
Open Time Clock in the mobile app.
Tap My requests.
Tap Add new request.
Select Add time off request.
Select the policy type (for example, sick leave or vacation).
Select the date range.
To request only a few hours, toggle All day off and select the relevant hours.
(Optional) Add an explanation.
Tap Send for approval.
If you required users to submit an attachment along with the time off request, they will see an attachment section under the request details box.
Submitting Time Off Requests as a User From the Desktop Platform
From the left sidebar, open Time Clock.
Click Add an absence request.
Select the policy type (for example, sick leave or vacation).
Select the date range using the date picker.
To request only a few hours, toggle All day off and select the relevant hours.
(Optional) Add an explanation.
Click Send for approval.
Frequently Asked Questions
How can I edit an existing time-off policy?
How can I edit an existing time-off policy?
In Time Off, click the three dots next to the policy → Edit policy.
You can also edit assignments or delete the policy from the same menu.
How do I know which users are not assigned to a specific policy?
How do I know which users are not assigned to a specific policy?
In the Time Off policies view, you’ll see the number of unassigned users shown with a red person icon and a number beside it.
How can I change a user’s time-off balance?
How can I change a user’s time-off balance?
You can update a balance in two ways:
Option 1: From Time Off (policy view)
Select the policy.
Find the user and click the three dots next to their name.
Select Edit balance, enter the new balance, and click Save.
Option 2: From the user profile
Open the user profile → Time Off.
Find the policy and select Edit balance.
Enter the new balance and click Save.
Can I add time off for multiple employees at once (bulk)?
Can I add time off for multiple employees at once (bulk)?
Yes.
Go to Time Off and select the relevant policy.
Multi-select users (use the top checkbox to select all).
Click Actions → Add time off.
Set the date/time and add a note if needed.
Click Add time off.
Note: If users are assigned to more than one Time Clock, you’ll be asked which Time Clock to add the time off to. Once added, time off appears on the user’s timesheet.
Can I reject an approved time off?
Can I reject an approved time off?
Yes—if the user hasn’t clocked in and the absence date hasn’t passed.
Select the policy and find the user.
Click the three dots → View requests.
Find the approved request.
Click the three dots next to the approval button → Reject.
Can I prevent my employees from using the Time Off feature?
Can I prevent my employees from using the Time Off feature?
Yes—you can deactivate Time Off.
Go to Time Off.
Click Options (top right).
Select Deactivate Time Off.
You can reactivate it anytime by opening Time Off and clicking Let’s get started. Your policies, assignments, balances, and request history remain saved.
How can I add a partial day time off?
How can I add a partial day time off?
When adding time off (or when users submit a request), toggle All day off and adjust the start/end time to request only the needed hours.
How can I exclude or include weekends in time off?
How can I exclude or include weekends in time off?
Go to Time Off → find the policy → Edit policy.
Open the Settings tab.
Select your work days and hours.
Unselect weekend days if you don’t want them included (they’ll appear as white circles with grayed-out hours).
How can I set unavailability for a holiday for all my employees?
How can I set unavailability for a holiday for all my employees?
Use the Scheduler to add unavailability for everyone:
Go to Scheduler → click Add → Add unavailability.
Choose the date.
Under Users, type All users and select the All Users group.
Click Select all.
Click Save unavailability.
Where can I see a report of time off for the month?
Where can I see a report of time off for the month?
Go to Time Off from the main sidebar.
Under Approved Time Off, select the relevant month/date range.
Choose a policy type (or all policies).
Click Export, then choose:
Export Time Off Hours (day-by-day breakdown per employee), or
Export Totals (totals per employee and policy type, including remaining balance)
Learn more here about Time Off Export Options.
Why can’t I submit a time off request on behalf of users on their timesheets?
Why can’t I submit a time off request on behalf of users on their timesheets?
This usually means you don’t have Time Off admin permissions.
If you have permissions, you’ll see Add → Add time off on the user’s timesheet. If you don’t, that option won’t appear. Contact the account owner or another admin to request the required permissions.
Admin cannot submit a time off request
Admin cannot submit a time off request
Does the Admin manage the user they want to submit Time Off for through Smart Groups?
If yes, continue to the next question. If not, make sure your permissions are updated so that you manage the relevant user before continuing troubleshooting.
Is the user assigned to the Time Off feature?
If yes, continue to the next question. If not, assign the user to the Time Off feature before moving forward.
Is the user assigned to the Time Off policy you’re trying to submit a request for?
If yes, continue troubleshooting. If not, this is why you’re unable to submit the request. Assign the user to the relevant policy. Please note that this requires “Manage Policies” permissions as a Time Off admin.
Important: When viewing Time Off policies, you’ll see the Time Off type name, not the individual policy name. If multiple policies exist under the same type, make sure the user is assigned to the correct policy, as each policy may have different accrual settings and limitations.
User cannot locate a past time off request
User cannot locate a past time off request
All Time Off requests are assigned to a single Time Clock. If a request appears in the Time Off feature or log but not in the timesheets, it may be assigned to a Time Clock that was archived or deleted.
Are you a user?
If so, reach out to an Admin who can review and update the request for you. If you’re an Admin, continue with the steps below.
Do you have permissions to manage the user whose request you’re trying to view?
If yes, continue to the next step. If not, you won’t be able to see the request. An Admin or Owner can grant you permission to manage the user through Smart Groups.
Do you have at least “View” permissions as a Time Off Admin?
If yes, continue to the next step. If not, you won’t be able to manage this request yourself. An Admin or Owner with the appropriate permissions can either update the request or adjust your Time Off permissions.
Do you have “Edit & Approve” permissions as a Time Off Admin?
If yes:
Open the Requests modal and go to the History tab.
Locate and open the relevant request.
Click Edit in the top-right corner.
Change the Time Clock the request is assigned to.
Save your changes.
The request should now appear in the timesheets of the newly selected Time Clock.
If you don’t have “Edit & Approve” permissions, an Admin or Owner with the appropriate permissions will need to update the request or adjust your permissions.
Admin cannot locate a past time off request
Admin cannot locate a past time off request
If you have permission to view the relevant user but can’t locate their Time Off request, the request may have been deleted by the user before it was approved. Only pending requests can be deleted.
Do you have permission to manage the relevant user?
You can view the user’s requests if you’re their Direct Manager or have permission to manage them through Smart Groups.
If you have the necessary permissions:
Go to the Users feature and open the relevant user’s profile.
Select the Time Off tab.
Look at the dates around when the request was originally submitted.
If the user deleted the request, you should see an entry indicating the deletion.
If you don’t have permission to manage the user, you won’t be able to see their requests or activity. An Admin or Owner can grant you access through Smart Groups or by assigning you as the user’s Direct Manager. Alternatively, they can check the user’s Time Off activity on your behalf.
Was the user deleted at any point?
If the user was previously deleted and a new profile was created for them, the original Time Off request remains associated with the deleted profile and won’t appear under the new one.
Balance is incorrect
Balance is incorrect
If a Time Off balance or accrual doesn’t look correct, use the steps below to identify what may have affected it.
Are you a user?
If so, reach out to an Admin or Owner who can review the policy settings and activity log and, if necessary, grant account access to our Support team. If you’re an Admin, continue below.
Do you have permission to manage the relevant user?
If yes, continue to the next step. If not, you won’t be able to access the user’s profile or Time Off log. An Admin or Owner can grant you permission to manage the user through Smart Groups.
Do you have at least “View” permissions as a Time Off Admin?
If yes, continue to the next step. If not, an Admin or Owner with the appropriate Time Off permissions will need to review the log for you or update your permissions.
Do you have at least “View” permissions for the Users feature?
If not, you won’t be able to access the user’s profile and Time Off log. An Admin or Owner can either update your permissions or review the information on your behalf.
If you have the required permissions:
Go to the Users feature.
Open the relevant user’s profile.
Select the Time Off tab.
Review the log for any activity that could have affected the balance.
Pay particular attention to policy changes. If the log shows that the policy was changed, the accrual rules may have been modified, which could explain the unexpected balance. Also look for grants or manual balance adjustments, as these can affect the user’s balance.
If the log doesn’t show any relevant accrual-setting changes, the policy’s current accrual settings will need to be reviewed.
Do you have “Manage Policies” permissions as a Time Off Admin?
If not, you won’t be able to view or edit the policy settings. An Admin or Owner with Manage Policies permission will need to review the settings or update your permissions.
If you do have Manage Policies permission and further investigation by Support is required, you may be asked to grant temporary access to your account. The policy’s accrual settings and any active limitations can then be compared with the activity recorded in the log.
If the accrual settings are correct: The activity log can be reviewed for inconsistencies. For policies that accrue Time Off based on hours worked, the relevant timesheets may also need to be compared with the accrual history.
If the accrual settings are incorrect: Correct the policy settings. Any balances that were affected by the previous settings may also need to be manually adjusted afterward.
Important – rounding of accrued hours:
For policies that accrue Time Off based on hours worked or shifts, small differences can occur due to rounding. The system stores values up to 4 decimal places, and accrual is calculated per hour or per shift before being added to the total balance. As a result, repeating decimal values can create small differences in the final accrued balance over time.
If the policy settings, log, and relevant timesheets don’t explain the discrepancy, contact Support for further investigation.
Summary
You now know how to activate and set up Time Off, create paid and unpaid policies, assign users, set balances, approve requests, add time off on behalf of employees, and view approved time off across the platform. You also reviewed the most common admin tasks and troubleshooting tips.
*Time Off is available on Connecteam's HR Hub*
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