Time Off Management Guide
Request, track, and manage employee leave and PTO
Overview
Office 1 Solution’s Time Off Management feature allows employees to request time off, managers to approve/deny requests, and everyone to track leave balances.
Leave Types
- Vacation / PTO: Paid time off for personal use
- Sick Leave: Illness or medical appointments
- Personal Days: Personal matters
- Bereavement: Family loss
- Jury Duty: Legal obligations
- Unpaid Leave: Time off without pay
- Other: Custom leave types per company policy
How It Works
Employee → Submit Request → Manager Reviews → Approves/Denies → Schedule Updated → Balance Adjusted
For Employees
Requesting Time Off
Step 1: Navigate to Leave – Click Leave → Request Time Off
Step 2: Fill Request Form
Required Fields: – Leave Type: Select from dropdown (Vacation, Sick, Personal, etc.) – Start Date: First day of leave – End Date: Last day of leave – Full Day or Partial: – Full day (8 hours) – Half day (4 hours) – Custom hours
Optional Fields: – Reason/Notes: Brief explanation (required for some leave types) – Emergency Contact: If out for extended period
Step 3: Review Balance – System shows current balance – Calculates hours requested – Shows remaining balance if approved
Example:
Vacation Balance: 80 hours
Requesting: 3 days (24 hours)
Remaining if Approved: 56 hours
Step 4: Submit – Click “Submit Request” – Manager receives notification – You receive confirmation
Checking Your Balance
View Leave Balance:
Navigate to Leave → My Balance
See: – Total Accrued: How much you’ve earned – Used This Year: Already taken – Remaining: Currently available – Pending Requests: Awaiting approval (deducted from available)
Example:
Vacation/PTO:
├─ Total Accrued: 120 hours
├─ Used: 32 hours
├─ Pending: 16 hours
└─ Available: 72 hours
Sick Leave:
├─ Total Accrued: 40 hours
├─ Used: 8 hours
└─ Available: 32 hours
Accrual Information: – See how you earn leave (per pay period, monthly, annually) – Next accrual date – Projected year-end balance
Viewing Your Requests
Request Status:
Navigate to Leave → My Requests
Status Types: – 🟡 Pending: Awaiting manager approval – 🟢 Approved: Manager approved, time off confirmed – 🔴 Denied: Manager denied (see reason) – ⚪ Cancelled: You cancelled the request
Request History: – All past and current requests – Filter by status or date range – See manager’s notes/responses
Cancelling a Request
If Plans Change:
- Navigate to Leave → My Requests
- Find pending or approved request
- Click “Cancel Request”
- Confirm cancellation
- Manager receives notification
- Balance restored (if was approved)
Note: Some companies don’t allow cancelling within X days of start date. Check policy.
For Managers
Reviewing Leave Requests
Access Pending Requests:
Navigate to Leave → Team Requests
See: – Employee name – Leave type – Dates requested – Duration (hours/days) – Employee’s current balance – 🔴 Conflicts if any (team coverage, blackout dates)
Click Request to Review: – Full details – Employee’s notes – Team calendar showing who else is out – Coverage percentage for those dates
Approval Considerations
Before Approving, Check:
✓ Employee Has Balance: Sufficient hours available
✓ Coverage Adequate: Team can handle workload
✓ No Conflicts: Not too many team members out same time
✓ Not Blackout Period: No company-wide restrictions
✓ Advance Notice: Meets company policy (e.g., 2 weeks notice)
✓ Fair Distribution: Equitable across team
System Alerts: – 🔴 Insufficient balance – 🟡 3+ team members out same day – 🟡 Less than required notice
Approval Actions
Option 1: Approve 1. Click “Approve” 2. Optional: Add approval note 3. Employee notified 4. Balance deducted 5. Scheduling Mode: Schedule automatically cleared for those dates
Option 2: Deny 1. Click “Deny” 2. Required: Provide reason – “Coverage issue – too many out same week” – “Blackout period – month-end close” – “Insufficient notice – need 2 weeks” 3. Employee notified with reason 4. Balance not deducted
Option 3: Suggest Alternative 1. Use comments to suggest different dates 2. Employee can modify and resubmit
Team Leave Calendar
View Team Time Off:
Navigate to Leave → Team Calendar
See: – Who’s out when – Upcoming leave – Coverage gaps – Overlap visualization
Use For: – Planning approvals – Scheduling coverage – Identifying busy periods
Common Workflows
Workflow 1: Planned Vacation
3 Weeks Before Trip:
Employee: 1. Request 5 days off (Dec 20-24) 2. Leave type: Vacation 3. Submit request
Manager: 1. Receives notification 2. Checks team calendar – 1 other person already approved 3. Coverage adequate 4. Approves request
2 Weeks Before: – Scheduling Mode: Schedule shows employee off those days – Manager plans coverage/shifts
Day Of: – Employee off work – Balance deducted: 40 hours
Workflow 2: Sick Day (Same Day)
Morning of Sick Day:
Employee: 1. Calls/texts manager: “I’m sick, not coming in” 2. Opens app → Request sick leave 3. Leave type: Sick Leave 4. Date: Today 5. Reason: “Flu symptoms” 6. Submit
Manager: 1. Receives notification 2. Already knows employee is sick 3. Approves immediately 4. Finds coverage for today’s shift (Scheduling Mode)
Result: – Sick leave balance deducted – Absence documented – Employee can rest
Workflow 3: Denied Request
Employee requests: – Leave: Dec 23-31 (9 days) – Leave type: Vacation
Manager denies: – Reason: “Holiday blackout period – retail business. Request approved vacation before Dec 15 or after Jan 2.”
Employee: 1. Receives denial notification 2. Reads manager’s reason 3. Submits new request: Jan 6-14 4. Manager approves alternative dates
Leave Policies
Typical Company Policies
Accrual Rates: – Example: 10 hours per month = 120 hours/year (3 weeks) – May increase with tenure – Defined by HR based on employment type
Carryover: – Use-it-or-lose-it (expires Dec 31) – Or: Carry over up to X hours – Or: Unlimited carryover
Advance Notice: – 2 weeks for planned vacation – Same-day for sick leave – 1 week for personal days
Blackout Dates: – Busy seasons (retail holidays, tax season, etc.) – Month-end/quarter-end – Major events
Maximum Consecutive Days: – Some companies limit continuous time off – E.g., max 10 consecutive days
Best Practices
For Employees:
✓ Plan Ahead: Request vacation early for better approval odds
✓ Check Balance: Don’t request more than you have
✓ Be Considerate: Avoid requesting when many teammates are out
✓ Follow Policy: Know required notice periods
✓ Communicate: Tell manager informally before formal request
For Managers:
✓ Respond Quickly: Don’t leave requests pending
✓ Be Fair: Apply same standards to all
✓ Explain Denials: Clear reasons help understanding
✓ Plan Coverage: Approve early so you can schedule
✓ Encourage Time Off: Employees need breaks for wellbeing
FAQ
Q: How much PTO do I have?
A: Navigate to Leave → My Balance. Shows accrued, used, and available.
Q: Can I take time off if I have negative balance?
A: Depends on company policy. Some allow negative balance (paid back later), others don’t.
Q: What if manager doesn’t respond?
A: Follow up after 3 days. Escalate to HR if urgent and no response.
Q: Can I use sick leave for doctor appointments?
A: Yes, typically sick leave covers medical appointments. Check your policy.
Q: Do I get paid for unused vacation?
A: Depends on company policy and local laws. Some pay out, others have use-it-or-lose-it.
Q: Can I cancel approved time off?
A: Usually yes, but check policy for restrictions. Manager receives notification.
Q: What happens to my balance when I leave the company?
A: Varies by company policy and law. Some pay out unused PTO, others don’t.
Support
Questions: – 📧 Email: [email protected] – 💬 Ask your manager – 📞 HR: [Your Number]
Document Version: 1.0
Last Updated: February 2026