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Record time off

Pro plan Member

Before this, the only way to say “I am away next week” was to set that week’s availability to zero by hand. It worked, and it lost the reason: a week off and a week nobody had planned looked identical, and anyone reading the Capacity Planner later could not tell which they were looking at.

Now you book it, and the hours come off wherever planning happens.

Book it

Section titled “Book it”

  1. Open Timesheet. The availability strip at the top carries a Time off button.

  2. Give it a First day and a Last day. One day off is the same day in both.

  3. Choose a Type: Vacation, Sick leave, Public holiday, Parental leave, Training, Bereavement, Jury duty, Unpaid leave, or Other.

  4. Leave Hours per day empty for a whole day off, or set it for a partial one. Half a day is 4 on a normal 8 hour day.

  5. Add a Note if the type alone does not explain it, and save.

The strip then says how much of the current week is affected, for example “2 days off this week (Vacation)”, and the Capacity Planner shows a chip against you for that week with the reason on hover.

A day off removes that day’s hours, not eight

Section titled “A day off removes that day’s hours, not eight”

This is the part worth understanding, because it is what stops leave double-counting:

  • A day off removes the hours that day would have had. On a 7.5 hour organization day it removes 7.5.
  • A weekend inside a range removes nothing, because those days had no hours to begin with. Booking Friday to Monday costs you two working days, not four.
  • A public holiday your working calendar already removed is not removed twice.

So you can book a fortnight without arithmetic and the number that comes out is right.

Which availability wins

Section titled “Which availability wins”

Three sources, in this order:

  1. Hours somebody set for you by hand for that specific week. That is a decision a person made, so it wins outright, leave included.
  2. Otherwise, your organization’s working calendar, minus approved time off.
  3. Otherwise, a Monday to Friday week, likewise minus approved time off.

Approval, when your organization wants it

Section titled “Approval, when your organization wants it”

By default an entry is approved the moment you save it.

An owner or admin can turn on Time off needs approval under Organization Settings → Configuration → Timesheets. After that a member’s entry is Pending until a timesheet approver, owner or admin approves it from the requests strip on the Capacity Planner. A manager’s own entry is still approved immediately.

⛔ Only approved time off reduces anyone’s hours. A pending request is a request, and planning against it would make the approval step decorative. A rejected one is history. Both stay in your own list either way, so you can always see where a request stands.

Where it shows up

Section titled “Where it shows up”

Approved leave is subtracted everywhere the same number is used:

  • The Capacity Planner, as a chip on your week.
  • The assignment load line under the assignee picker, so somebody giving you work sees the smaller week before they commit to it.
  • Timesheet compliance, which expects fewer hours from you that week rather than marking you short.
  • Fill from plan on the timesheet, which stops proposing hours on days you are away.

Limits

Section titled “Limits”
  • Overlapping entries are refused. Remove the old one and book again, rather than stacking two records of the same days.
  • One entry covers at most 366 days. A sabbatical is a few entries.

FAQs

Section titled “FAQs”

Can I book half a day? Yes. Set Hours per day. It applies to every working day in the range, so a range of three days at 4 hours is three half days, not four hours total.

Who can see the reason? Anyone who can see the Capacity Planner sees the type on the chip. Put nothing in the note you would not want a planner to read.

I booked leave and my capacity did not change. Two usual causes: the entry is still pending approval, or somebody has set your hours for that week by hand, which wins. Both are visible, the first in your own list and the second on the planner.

Does it change my timesheet? No. Time off changes what is expected of you, not what you logged. You do not log hours against leave.

Which plans include it? Professional and above, the same as the Capacity Planner it feeds.

Section titled “Related”