ClickTime provides a complete set of tools for managing employee time off — from creating leave policies to requesting, approving, and reporting on balances. These features ensure your organization can handle everything from vacation and sick leave to company-wide holidays in a consistent and transparent way.
⚠️ Access Notes:
- Administrators configure Leave Types, accruals, availability, holidays, and calendar feeds.
- Managers can be granted permission to approve requests, view balances, and run reports.
- Standard Users can request time off, view balances, and run personal reports.
ClickTime’s core time off features are available to all accounts. Additional management tools — including accruals, approvals and Company Holiday lists — are included with the Team plan or higher.
Leave Types
Leave Types define the categories of time off your organization offers (such as Vacation, Sick, Jury Duty, or Training). Admins can create and manage Leave Types from Company → Preferences → Leave Types.
- Approval Required: Requests must be submitted and approved before hours are added to a timesheet.
- Approval Not Required: Employees can log hours directly to their timesheet without an approval workflow (available for all accounts).
🔗 See the Leave Types guide for details on creating and managing Leave Types.
Time Off Accruals
The Accruals Module allows organizations to automatically add time off hours to employee balances each month. This ensures consistency with policies while reducing manual adjustments.
- Supports a rolling 30-day model with start dates and maximum balance settings.
- Balances update automatically but can still be adjusted manually using Modify Balance.
- Managers with View/Add/Edit People permissions can also see balances.
⚠️ ClickTime does not support condition-based accruals (e.g., “for every 40 hours worked, earn 1 hour of time off”) and only supports a rolling 30-day model (based on the start date).
🔗 See the Time Off Accruals guide for setup and management instructions.
Company Holidays
Admins can create company-wide holidays (such as national holidays or office closures) that are automatically added to employee timesheets.
- Holidays can be applied to all employees or limited to specific Employment Types.
- Entries appear as locked time off hours on timesheets.
- Updates made on the Company Holiday Details page will update all open timesheets.
🔗 See the Company Holidays guide for setup, editing, and deletion instructions.
Leave Type Availability
Using Leave Type List Controls, you can define which Employment Types have access to specific Leave Types.
- None: All employees can use all active Leave Types.
- Employment Type: Access is restricted by group (e.g., Full-Time vs. Part-Time).
⚠️ If you use the ClickTime Connector for QuickBooks, Leave Type Controls must be set to Employment Type for payroll sync.
🔗 See the Leave Type Availability guide for setup steps.
Requesting Time Off
Employees can request time off in advance by going to Personal → Time Off.
- The request form shows balances and future planned requests.
- Requests can span up to 90 days.
- Notes can be included for the approver.
Pending requests remain visible until approved or rejected. Employees can cancel pending or future approved requests if the timesheet is still open.
🔗 See the Requesting Time Off guide for step-by-step instructions.
Managing Requests and Approvals
Admins (and Managers with permissions) can review requests from Company → Time Off.
- Notifications: Approvers are alerted via email, dashboard tiles, and the new ClickTime Dashboard.
- Approvals: Can be processed individually or in bulk. Approved entries are automatically added as locked timesheet entries.
- Rejections/Cancellations: Admins can reject approved requests at any time; Managers can only cancel approved requests for future dates if the timesheet is open.
🔗 See the Managing Time Off Requests and Approvals guide for configuration and workflow details.
Time Off Reports
ClickTime provides two standard reports for employees and managers:
- Time Off and Accrual Summary: Shows current balances (including future entries).
- Time Off and Accrual Detail: Shows all activity — balances, accruals, usage, and manual adjustments — within a selected date range.
- Employees access reports from My Reports.
- Managers and Admins (with View Reports permissions) can also access them from Company → Reports.
🔗 See the Time Off Reports guide for more details.
Calendar Feed
Admins can export a live feed of either Approved Time Off Requests or Company Holidays to external calendars (Google, Outlook, Apple, etc.).
- Feeds update automatically as requests are approved or holidays are added.
- Calendars are read-only and cannot be edited externally.
- Links can be regenerated to discontinue a feed.
🔗 See the Calendar Feed guide for setup instructions.
Summary
ClickTime’s Time Off features help organizations:
- Define leave policies (Leave Types, Accruals, Availability)
- Manage holidays and company-wide events
- Streamline employee requests and approvals
- Provide visibility through reports and calendar feeds
Whether you need simple balance tracking or full accruals and approval workflows, ClickTime offers flexible tools to fit your policies.
👉 Explore each article in the Time Off section for step-by-step guidance:
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