Holidays and time off requests

This video is divided into chapters, to skip directly to the Holidays and Time off section, click here

Hubstaff’s Time Off feature allows you to set policies that dictate the time off, leave or paid holidays your team can take.

Note: The Time Off feature is only available on Premium plans and higher.

Table of Contents

Time off


How to add a Time Off policy

To add a time off policy, first you will need to navigate to the Time off  option on the left of the dashboard. Then click on Add a policy.

Next, the Add time off policy dialog box will appear. You will be asked to fill in the following information:

  1. Policy Name
  2. Members – Select the team members you wish to add to the policy. You can automatically add members in to the policy by clicking the “Automatically add new members to this policy” checkbox.
  3. Automatically add new members to the policy
  4. Schedule of Accrual
    1. Annual – Balances are added at the start of each year
    2. Hours – Allows you to add a custom number of hours of time off earned for every hour each team member worked
    3. None
  5. Amount Accrued (Only available on annual accrual policies) – Here you would input a time-off credit balance each team member is eligible to receive at the start of the every year.
  6. Allow negative balances – This enables users to file a time off request even if their credit balance is “0.”
  7. Balance rolls over annually – This enables the remaining balance from the previous year’s time off credits to roll over to the following year.
  8. Requires approval – This requires each pending time off request to be approved by a manager/owner.
  9. Paid – This configures the time-off credits as billable.


Editing the members assigned to a Time Off policy

In order to edit members assigned to a time off policy, navigate to the Time Off page on the sidebar, then click on Time off & holiday settings.

On the Time Off settings page, click on the the pencil icon located under the members column.

Make the necessary changes in the following screen. Once complete, click Save.

Editing or removing a Time Off policy

To edit or remove a Time Off Policy, first navigate to the Time off page then click on Time off settings.

On the far right side of the policy you would like to modify, click Actions then select Edit, Archive or Remove from the drop down menu. Editing a time off policy will let owners modify all values entered except the schedule of accrual.


How to add a Holiday policy

In order to add a new Holiday Policy you will first navigate to the Time off page on the left of the dashboard, you will then click on Add a holiday.


A dialog box will appear, asking you to add a holiday. Click on the drop-down menu to either enter a custom date, or select from a pre-populated list of Christian, Orthodox Christian, US, or Canadian holidays.

Choosing the Custom option will provide you additional options:

  1. Holiday name
  2. Members you’d like to add to the policy
    1. Optional – automatically add new members to the holiday policy (Add new members to this holiday)
  3. Holiday date
    1. Optional – set the holiday to occur annually (Occurs Annually)
  4. Paid hours

Choosing a pre-listed holiday would show you this dialog:

  1. Members you’d like to add to the policy
    1. Optional – automatically add new members to the holiday policy (Add new members to this holiday)
  2. Paid hours


Hit Save to save the holiday policy.


How to edit a Holiday policy, edit the members within a policy and how to remove it

To edit the members of the policy, go to Settings -> Features -> Time Off -> Holidays, then click Actions next to the holiday you’d like to edit, then click Edit.

If you wish to remove the policy, select the necessary action by clicking Actions and selecting Remove from the drop down menu.

How to request time off, and manage Time Off requests

If you wish to place a time off request, after being added to a policy, please navigate to the Time Off page from the main navigation menu. Then click the Request time off button.

Complete the necessary fields in the dialogue window that appears. Once complete, click Send.

You can manage your Time Off requests from the same page. Users can view, edit, and even delete their leave requests. Owners/managers will have the same options as a user with an additional option to either approve or deny time off requests. Select the necessary action from the Actions drop down menu next to the name of the relevant team member.

When viewing a Time Off policy, you will have the option to either Edit, Deny or Approve it if you are either an Owner or Manager within the organization.


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