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Set-up Time Off Policies and Managing Holiday Pay

Learn how to capture time off activity, allocate holiday pay to team members and generate time off reports.

Written by Alex

With Time Off Tracking, Admins and Managers can manage their team's time off with ease and reliability.

What is Time Off Tracking?

Time Off Tracking streamlines the process of monitoring and managing your team members' time off requests and activity directly within Workyard. Whether it's vacation days, sick leave, or any other form of time off, this feature lets you handle and track it all in one place.

Key Benefits

  • Simplified Management: Easily capture the time off activity of team members within Workyard.

  • Centralized Data: Keep all time off records in one centralized location for easy access and reference.

  • Improved Transparency: Give your team clear visibility into their time off activity.

  • Efficient Reporting: Generate comprehensive reports on time off usage.

  • Streamlined Approvals: Team members can send time-off requests for managers and admins to approve.

How to Use Time Off Tracking

Admins and Managers can create time off requests on behalf of their team members for future or past dates. Only Admins can allocate holiday pay to team members.

Sending time-off requests for approval

Team member can send leave requests to managers and admins for approval. Learn how time-off approvals work from here.

  1. Set up a leave policy

    1. Go to Organization Settings > Time Off Policies to add a new custom leave policy or set one of the default policies live.

    2. At least one policy should be live for adding a time off record.

      1. Click + Create to add a new time off policy.

      2. A time off policy can be Paid, Unpaid, or Holiday Pay.
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      NOTE: Holiday Pay policies are visible to Admins only.

      If no team member group is selected when adding or updating a policy, the policy applies to all team members. If a team member group is assigned to a policy, it can only be used to create time off records for team members in that group.

  2. Add a time off record

    1. Admins can create a time off record for any team member in the organization.

    2. Managers can create a time off record for:

      1. All the team members in the organization IF they have access to all time cards in the organization.

      2. Only the team members assigned to them IF they have Restricted time card access. Learn more about manager permissions here.

    3. To create a time off record including holiday pay, go to Time Cards dashboard and click on + Time Off from the Time Off tab as shown below.

    4. Select one or multiple team members or select a team member group to add time off records for multiple team members in bulk.

      1. Select the Leave Type from the drop down. Only LIVE leave policies appear in the list.

      2. Select the dates. If the number of hours vary for different dates, you may add multiple date ranges with corresponding hours per day.

      3. Add a note and Save. A summary of the time off record is shown.

      4. A time off record added by the admin or the assigned team manager is automatically approved and is visible in the Time Off tab like below.

  3. Time Off reports

    1. There are two ways to review time off data with Workyard reports:

      1. Download a time report and check the PTO box to include paid time off hours. PTO hours appear in the Time Cards (Detail), Pay Period Time, and Project & Cost Code Time (Detail) reports. Time Reports show only paid and approved time-off hours, including holiday pay. To view pending and unpaid hours, download the Time Off Summary report instead.

      2. Time Off (Summary) Report: To review time off activity, including pending and unpaid hours, go to Reports and select Time Off from the Download Report dialog.
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You can download the report as a PDF or CSV. A sample is shown below.

Frequently Asked Questions

Can I track unpaid time off?
Yes. Just create a time off policy and mark it as Unpaid.

Can I backdate time off?
Yes. Just select the correct date when entering the request.

Can I automate holiday pay?
Not yet. Holiday pay must be manually entered using a time off policy.

Best Practices

  • Create separate policies for different types of leave (e.g., PTO, Sick, Holiday).

  • Keep naming consistent to avoid confusion.

  • Train managers on how to apply policies correctly during time card edits.

This feature is available to customers on Pro and Autopilot plans only.

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