Introducing Time Off Entries: Keep Your Staff’s Attendance Logs Accurate
Managing employee time off is an important part of managing productivity. For effective time management, we need to keep an accurate record of employee working capacity.
In addition to customized time off policies and holidays, Clockify helps you keep an accurate log of employee absences with automatic time off entries.
What are Time Off Entries in Clockify?
Much like time entries that keep a log of your work hours, Clockify’s Time Off Entries keep a log of your time off hours.
Unlike time entries that need to be created by you, Clockify can automatically create time off entries based on the approved time off requests.
Why use Time Off Entries?
Automatically tracking time off allows you to:
- Stay on top of team members' availability,
- Plan projects better and effectively assign people to tasks,
- Generate detailed reports,
- Update clients on team availability,
- Review entries upon approval to ensure timesheet accuracy, and
- Precisely calculate team earnings based on their work and time off hours.
Key use cases and examples
Generally, holidays do not require approval by default in Clockify.
Policies usually do require manager approval by nature, since they cover paid vacation absence, maternity leave, sick days, or any other specific case causing employee absence (unless you set your policies to not require approval either).
That means that when employees request time off covered by a certain policy, managers can review it before approval to make sure schedules stay optimized.
However, holidays can often differ for employees, depending on their country of residence, religion, or similar.
Therefore, adding a layer to managing employee absences and creating optimized schedules is especially convenient for holidays.
Tracking time off entries on Policies helps you see how often employees are using different Policies.
Essentially, you can track the hours employees spend on business trips or on vacation days, notice trends in different teams, and make adjustments.
Automatically tracking time off absence for both Policies and Holidays allows you to get all the details in the reports you generate as well.
You can then use filters in Reports to display team availability when agreeing with clients on project deadlines.
How to set up Time Off Entries in Clockify
To use this feature, you need to have Time Off Policies or Holidays created. Also, keep in mind that only workspace Owners can set up this feature.
- Go to the Time Off tab in Clockify's sidebar menu and choose Settings.
- Choose whether you want to enable Time Off Entries on a Holiday or Policy.
- Select the specific Policy or Holiday you want to edit and click on the three dots next to it.
- Enable the option to "Automatically create time entries" and assign a project (existing or a new one).
Once set up, time off entries will be automatically created when the time off request for that Policy gets approved, or when a specific Holiday rolls around.
To easily distinguish these entries from regular time entries, look for the clock icon.
