Time Off Reporting Hub

Time Off reporting in ClickTime helps you understand how people are using vacation, sick time, holidays, and other leave types. This hub explains the main tools you can use to report on Time Off and points you to more detailed guides for balances, usage, and approvals.

Who this is for: Administrators and managers (including HR) who need to run reports on Time Off balances, usage, and approvals.

You can jump to a section:

• What counts as Time Off reporting
• Tools for Time Off reporting
• Common Time Off reporting scenarios
• Related Time Off reporting guides
• Tips for accurate Time Off reports

What counts as Time Off reporting

Time Off reporting focuses on non-working time that uses Time Off (Leave) types such as vacation, sick, holidays, and other leave categories. It does not include worked time (regular hours against Clients/Projects/Tasks) or Expenses, which have their own reporting hubs.

Typical questions you can answer with Time Off reporting include:

• How much Time Off has each person taken this month, quarter, or year?
• What are each person’s current Time Off balances by leave type?
• Who has upcoming scheduled Time Off for a given period?
• Are Time Off requests and approvals following policy?
• What is our Time Off liability for specific groups or the whole company?

For worked time, see Time Entry reporting. For Expenses, see Expenses reporting.

Tools for Time Off reporting

You can report on Time Off using several tools in ClickTime. The right option depends on how much detail you need and how often you run the report.

Standard Reports (My Reports / Company > Reports)

Standard Reports are the quickest way to answer common Time Off questions. ClickTime provides two Time Off reports that are available from both My Reports (for employees) and Company > Reports > People (for managers and administrators).

• Time Off and Accrual Summary: Shows the current available balance for each Leave Type, including the impact of future-scheduled Time Off.
• Time Off and Accrual Detail: Shows the full history of changes to balances over a date range (hours used, hours accrued/adjusted, and current balance).

Use the Summary report when you need a quick snapshot of balances, and the Detail report when you need a full activity log for troubleshooting or audits.

For more on these reports, see Time Off Reports in ClickTime.

Customizable Data Export (CDE)

Customizable Data Export is a flexible way to export Time Off data, either by itself or alongside worked time. You can:

• Specify a date range and choose to include only time off, only worked time, or both.
• Filter by approval/lock status or labels (for example, to pull only finalized periods).
• Select fields that show Leave Type and timesheet status (Advanced).
• Export to CSV, Excel, Text, or XML for further analysis or external systems.

For Time Off-specific examples, see Common use cases for Customizable Data Export.

Report Studio (if enabled)

If your account includes Report Studio, you can build high-level Time Off views and dashboards alongside other metrics (such as worked time or project activity). Typical Time Off use cases in Report Studio include:

• Visualizing Time Off usage by type (vacation, sick, etc.) over time.
• Comparing planned vs taken Time Off by team or department.
• Tracking Time Off liability and trends for finance or HR at a summary level.

Learn more in the Report Studio hub.

If you still have questions about a specific Time Off report, contact ClickTime Support with the report name, date range, and what you expected to see.