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

---

How to add a Time Off policy

To add a time off policy, first, you will need to navigate to Settings > Policies > Time Off option on the dashboard.

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. Schedule of Accrual
   1. Annual – Balances are added at the start of each year.
   2. Hours – This allows you to add a custom number of hours of time off earned for every hour each team member worked
   3. None
   4. Policy joined date – Balances are added when the member is added to the policy.
3. 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 every year.
4. Allow negative balances – This enables users to file a time off request even if their credit balance is “0.”
5. Requires approval – This requires each pending time off request to be approved by a manager/owner.
6. Balance rolls over annually – This enables the remaining balance from the previous year’s time off credits to roll over to the following year.
7. Paid – This configures the time-off credits as billable.

Click Next to continue.

Next you can choose how you’d like to add members to the new policy.

1. List of members – choose from the entire user list.
2. Home country and Employment type – choose users based on the country or employment type designated to each user.
3. Import CSV – allows you to upload a CSV file containing the list of users.

You can also place a checkmark on Automatically add all new members to this policy if you want all new users to be part of the policy.

Hit Save to complete the setup.

---

Understanding how Time Off accruals work

Annual Accrual

You can choose the Annual accrual method to provide your team with a set number of hours available for Time off yearly.

In the below example, an owner wants to provide each user with 10 days off every year. Depending on how many hours each user works daily, you may enter the result of your team member’s total time off days multiplied by their total daily hours.

In the screenshot below, users work 8 hours daily and are being given 10 days of time off per year. The formula would be 8 daily hours X 10 time off days allotment = 80 hours per year.

Hours worked Accrual

Organization owners can choose the Hours worked option under the Time Off Schedule of Accrual section to provide a set number of hours each team member earns based on the number of hours they’ve worked.

In the screenshot below, the team member earns 1 hour of Time Off balance for every 80 hours of work, with a limit of 90 hours per year.

Policy Joined Date

Hours are accrued when the member is added to the policy, at a prorated amount for the year. Hours are also accrued on January 1st of every year.

Example: The policy has 20 hours of time off, and John Smith is added on July 20th. He would start with 9 hours on this policy. Total time off / 360 * (days remaining in the year) = time on the policy.

---

Editing the members assigned to a Time Off policy

To edit members assigned to a time off policy, navigate to Settings > Policies > Time Off option on the dashboard.

On the Time off policies page, click the Action option beside the policy that you want to edit and click on Edit members.

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 from the left-hand side, navigate to Settings > Policies > Time Off > Time Off Policies.

Next to the name of the policy you would like to modify, click Actions then select Edit time off,  Edit members, 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 request time off

To request time off, from the left-hand side navigate to Calendar > Time off requests

Click on the Request time off button.

Next, the Time off request dialog box will appear. You will be asked to fill in the following information:

1. Policy – the time off policy where you want to submit the request.
2. Date range – the schedule of the time off, can be in hours or a full day.
3. Start/End time – “All day (24 hours)” means the user will be out the whole day. That said, this can be unchecked if a specific period needs to be entered in the event a user wants to take a partial day off.
4. Upload file (optional) – section to add an attachment if needed.
5. Reason– the reason for the leave request.

---

Managing time off requests

Time offs can be managed on the Calendar > Time off requests page.

Submitted

The default tab is the Submitted tab, where you can see all time off requests pending approval.

You can also filter time off requests using these available options:

Filter by Member/Team:

Filter by Date:

Approved

The approved page shows you all approved time offs. From the Actions menu, you can view, edit, delete or deny time offs.

Denied

The denied page shows you all approved time offs. From the Actions menu, you can view, resubmit, delete or approve time offs.

All

The “All” page shows all existing time off requests.

---

How to add a Holiday policy

To add a new holiday policy, navigate to the Settings > Policies > Time off page on the sidebar menu;

or you can navigate to Calendar > Time off requests > Settings > Holiday Policies.

Click on the Holidays section then click on Add 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 with additional options:

1. Holiday name
2. Paid hours
3. Holiday date
   1. Optional – set the holiday to occur annually (Occurs Annually)

Next, you will see this dialog

Add members through:

1. List of members – choose from a list of team members to include in the holiday.
   
2. Home country or Employment type – allows you to add users based on their designated country or employment type.
   
3. Import CSV – import a list of users to include in the new holiday policy.
   

Hit Save to save the holiday policy.

---

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

Navigate to Calendar > Time off requests > Settings > Holiday Policies.

Click on Holidays.

Next to the policy name you wish to edit, click on Actions > Edit holiday, Edit members. If you wish to remove the policy, select the necessary action by clicking Actions, and selecting Remove from the drop-down menu.