Request Time Off on Mobile

Time Off Requests and Approvals with the ClickTime Mobile Application lets employees request time off for approval-required leave types, track requests through the approval process, and see their balances from their phone. Managers and designated approvers can also review, approve, and reject time off requests directly from the mobile app.

Where to find it: Install ClickTime Mobile from the App Store or Google Play. Open the app, sign in, then use the main menu to access Time Off and Approvals.

Jump to:
Before you begin
Accessing the Time Off request form
Submitting a Time Off request
Managing your Time Off
  • Planned Time Off
  • Request History
  • Viewing Leave Type balances
Canceling a Time Off request
Approving Time Off (for managers)
Mobile limitations and notes
Troubleshooting Time Off on mobile

Before you begin

Time Off requests in the mobile app work with ClickTime’s Time Off Management features.

• Your organization must be using the Time Off Management module (Team plan or above).
• You must have access to at least one Approval Required Leave Type to use the Time Off request form.
• Each employee needs a designated Time Off Approver in their Person Details on the web application.

Accessing the Time Off request form

There are three ways to open the Time Off request form in ClickTime Mobile. All three options take you to the same request screen.

Option 1: Main menu > Time Off

1. Tap the menu icon in the top corner to open the sidebar.
2. Tap Time Off.
3. Tap the + icon next to Time Off to open a new request.

Option 2: Time Off management page

1. From the main menu, tap Time Off to open the Time Off Management page.
2. Tap Add Time Off in the upper corner of the page.

This takes you directly into the Time Off request form.

Option 3: New Entry > Time Off tab

1. From the home screen, tap New Entry.
2. Tap the Time Off tab.
3. Select an Approval Required Leave Type.

If you choose an approval-required Leave Type, the Time Off request form opens automatically.

Submitting a Time Off request

The Time Off request form collects the details your approver needs to review your request.

Every request has three required fields:

• Leave Type
• Date(s) of the request
• Hours requested

Choosing a Leave Type

Tap the Leave Type field and select from the list of Approval Required Leave Types you have access to (for example, Vacation – Approval Required).

Selecting dates

Tap the Date(s) field (or pencil icon) to open the calendar.

1. Tap your start date and end date for the request.
2. Tap Continue to confirm your date range.

Dates that already include company holidays or existing time off requests are indicated on the calendar so you can avoid conflicts or duplicates.

Setting hours per day

Tap the Hours field to open the hours-by-day view.

• Weekdays in your selected range default to your standard workday (often 8 hours).
• Weekend days default to 0 hours.

To change the hours for a specific day, tap that date in the strip and use the keypad to adjust the hours.

Viewing balances, approver, and notes

• Balance: When you choose a Leave Type, the Balance field shows your current balance for that type. Tap the field to open a detailed balance panel with current and future (after-request) balances.
• Approver: Shows who will receive your request. This field is set by your administrator and cannot be edited in the mobile app.
• Notes: Add an optional note (up to 2,000 characters) to explain your request. Approvers see this note when reviewing.

Submitting your request

1. Review your Leave Type, dates, hours, balance, and approver.
2. Add a note if needed.

3. Tap Submit Time Off Request.
    

   

Your request is sent to your Time Off Approver and appears on the Planned tab with a status such as Pending or Waiting for Approval.

Managing your Time Off

Use the Time Off Management page to see your upcoming and past requests.

1. Open the main menu and tap Time Off.

This page has two tabs:

• Planned – Upcoming and current requests, plus upcoming company holidays.
• Request History – Previous requests from the past year.

Planned Time Off

The Planned tab shows all upcoming time off, including today.

Each row shows:

• Date or date range
• Leave Type
• Total hours
• Approval status (for example, Pending, Approved, Rejected)

Upcoming company holidays also appear in the Planned tab so you can see them alongside your own requests.

Request History

The Request History tab shows past Time Off requests.

For each request you’ll see:

• Date range of the request
• Leave Type
• Total hours
• Approval status

Tap a request to view the full details (including notes). Past requests are read-only and cannot be edited.

The Request History tab shows up to a year's worth of past requests, along with past company holidays.

Viewing Leave Type balances

From the Time Off Management page, you can also view your Leave Type balances.

• On the Planned tab, look for the Leave Type Balances section at the bottom of the page.
• Tap it to see your current balances for all Approval Required Leave Types available to you.

Canceling a Time Off request

You can cancel certain Time Off requests from the Planned tab.

A request can be canceled only if:

• It has not yet been approved.
• The related timesheet is still open.
• All requested dates are in the future.

To cancel a request:

1. Open the main menu and tap Time Off.
2. On the Planned tab, tap the request you want to cancel.
3. Use the Cancel Request option (if available) and confirm.

When you cancel an eligible request, the associated time entries are removed and hours are returned to your balance.

Approving Time Off (for managers)

If you are a designated Time Off Approver, you can review requests and take action from the mobile app.

Accessing Time Off approvals

1. Tap the menu icon and select Approvals.
    

   

2. Switch to the Time Off tab.
    

   

The list shows Time Off requests that are waiting for your review.

Each row displays:

• Employee name
• Date range of the request
• Total hours requested

• Leave Type
   

  

Reviewing request details

Tap a request (or the arrow icon) to open the details view.

• Review the date range and daily hours.
• Check the Leave Type and any overlapping holidays.
• Read the note submitted by the employee.

Approving a Time Off request

1. Open the request from the Approvals > Time Off tab.
2. Review the details and note.
3. Tap Approve.
4. (Optional) Enter a brief note (for example, “Approved – enjoy your time off!”).
5. Tap Approve Request to confirm.

The request status updates to Approved, hours are added to the employee’s timesheet, and the employee can see the approved request on their Planned and Request History tabs.

Rejecting a Time Off request

1. Open the request from the Approvals > Time Off tab.
2. Tap Reject.
3. Enter a clear note explaining why you are rejecting the request and what the employee should change.
4. Tap Reject Request to confirm.

Mobile limitations and notes

• The mobile Time Off request form is only available for Approval Required Leave Types.
• Time Off balances in the mobile app are shown only for Approval Required Leave Types; other balances may still be visible on the web.
• Time Off Approver and Leave Type settings can only be changed in the web application.
• The Request History tab shows up to a year’s worth of past requests. Older history is available on the web.
• For complex changes (such as editing approved historical entries), use the web application and coordinate with your administrator.

For more on Time Off setup and behavior, see Requesting Time Off in ClickTime.

Troubleshooting Time Off on mobile

If you do not see the expected Time Off options, or something doesn’t look right, try the steps below.

You don’t see the Time Off request form

• Confirm with your administrator that your company is using Time Off Management and that you have access to at least one Approval Required Leave Type.
• Open Settings in the mobile app and tap Refresh Data to sync your account.
• Log out of the app and log back in.

You don’t see the Time Off tab in Approvals

• Confirm that you are set up as a Time Off Approver on the web (either as a specific employee’s approver or as the default approver for a Leave Type).
• Ask your administrator to review your approver settings if the Time Off tab still does not appear.

App is slow or data looks out of date

• From the Settings page, tap Refresh Data.
• Log out and back in to reset your session.
• Restart your phone if you continue to see stale balances or missing requests.

If issues persist, or if you have questions about how Time Off requests should work for your organization, please contact ClickTime Support and our team will be happy to help.