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Time Off Management

The ClarityLoop HRIS (HR+) Time Off workspace handles leave types, balances, approvals and company-wide calendars in one place. Policies are flexible enough to cover paid, unpaid and compensatory leave while keeping balances accurate.

  • Time Off › Dashboard – Team-wide cards, charts and quick links to open actions.
  • Time Off › My Time Off – Employee self-service for submitting, editing or canceling requests.
  • Time Off › Requests – Manager/HR view to review, approve or reject requests.
  • Time Off › Leave Types – Configure leave policies, accrual limits and carry-forward rules.
  • Time Off › Balances – See and edit each employee’s allocated balance per leave type.
  • Time Off › Extra Leave Requests – Approve or deny employee requests for additional days.
  • Time Off › Holidays / Company Days Off – Maintain calendars for shared time off.
  • Restricted Dates – Block specific days or periods where time off cannot be requested. This screen may appear in the Time Off menu or be managed from configuration, depending on workspace permissions.
  • Time Off › Time Off in Lieu – Shows up once Attendance is active so overtime can be converted into leave.

1. Configure leave types​

  1. Go to Time Off › Leave Types and click Create.
  2. Key fields:
    • Name & Colour – Friendly label and calendar colour.
    • Is Paid – Choose Paid or Unpaid to drive payroll reporting.
    • Limit Leave Days – Toggle off if the leave should be unlimited; otherwise specify the total days.
    • Reset – Enable to refresh balances automatically (Yearly, Monthly or Weekly with a specific day).
    • Carry Forward – Pick the carry-forward model (none, unlimited, or expiring with a limit and expiry period).
    • Require Approval / Attachment – Force approvals or supporting documents where needed.
    • Exclude Company Holidays / Leaves – Decide whether those days should reduce the requested duration.
    • Encashable – Flag leave that can be converted into reimbursements via Payroll.
  3. Assign employees while creating or editing the leave type. HR+ will create matching records in Balances for each selected employee.

2. Allocate and adjust balances​

  • Use Time Off › Balances to edit individual balances (e.g. grant extra days or reduce a balance after manual adjustments).
  • Bulk filters let you focus on a single leave type, employment type or custom tag before exporting.
  • Historical allocations remain visible so you can track when and by whom balances were changed.

Employees can also request extra allocations through Extra Leave Requests. Approving the request automatically increases their balance and logs the approver.

3. Manage leave requests​

For employees​

  1. Open My Time Off and click Create.
  2. Choose the leave type, date range (full or half days), add supporting comments and attach files if required by policy.
  3. Requests appear with status Requested until reviewed.

For approvers/HR​

  • Review requests in Requests. Filters make it easy to work by manager, timeframe or any custom tags you use to organise your team.
  • Change the status to Approved, Rejected or Cancelled. Approval follows the routing rules set in the leave type (multiple approvers, reporting manager, etc.).
  • Approved requests automatically deduct from the employee’s balance and update the calendar.
  • Use the action menu to download attachments, add comments or edit details (subject to permissions).

4. Maintain company calendars​

  • Holidays – Manage region/company-specific holidays that apply to everyone.
  • Company Days Off – Create mandatory company-wide time off (e.g. company shutdown days). Requests cannot be submitted for these dates when the leave type is configured to exclude them.
  • Restricted Dates – Block specific days or periods where time off cannot be requested (for example, quarter close). Restrictions show directly in the employee request flow.

5. Compensatory leave (optional)​

When Attendance is active, overtime validations can be converted into compensatory leave:

  1. Employees submit requests under Time Off in Lieu.
  2. Managers validate the associated attendance entries.
  3. Approved requests create an allocation in Balances for the compensatory leave type.

Best practices​

  • Configure notification emails/alerts from the Attendance workspace if you rely on check-in data to drive approvals.
  • Review the dashboard weekly—widgets highlight pending approvals, upcoming restricted days and habitually late returns.
  • Use consistent naming and colours for leave types so the combined calendar is easy to read.
  • Remind employees to cancel leave they no longer need; balances update instantly and keep your payroll accruals accurate.

With these tools HR+ delivers a time off experience that balances employee flexibility with the control HR teams need for compliance and accurate headcount planning.