Time Off lets both administrators and users record specific dates or date ranges when a user is unavailable. Each period has a start date, an end date (the end date is included), and an optional reason. A user can have more than one period. Once added, the system helps prevent scheduling conflicts during those dates.
Time Off helps administrators avoid scheduling mistakes. When a user is marked unavailable, the system flags this so you do not assign that user to shifts that conflict with their Time Off period. It also gives you an at-a-glance view of who is currently away or scheduled to be away.
Both administrators and users can add or edit Time Off:
Administrators can manage Time Off directly from a user's profile.
Users can manage their own Time Off from the Schedule page.
Time off periods are always created, edited, and removed from the profile, not from the Database grid.
Go to Database in the left-hand navigation.
Open the user's profile.
Click Manage Time Off.
Add a date or date range and include a reason (optional).
Click Save.
After saving, the system will prevent new shift assignments that fall within that Time Off period.
Go to the Schedule tab from the web portal.
Click Add Time Off (or Manage Time Off if one was previously added) at the top-right of the screen.
Choose a date or date range and add a reason.
Click Save.
The Time Off is immediately visible to administrators.
Yes. Both administrators and users can return to the Manage Time Off popup from any profile and update or remove entries at any time.
It prevents new assignments during the Time Off period, not existing ones.
It does not automatically remove previously scheduled shifts unless the administrator chooses to update them manually.
Note: depending on how a period is created and on your cancellation rules, adding a Time Off period may cancel overlapping upcoming shifts at the moment the period is created. This comes from the Time Off feature itself.
The Database page includes a dedicated Time Off column. For each user, it displays their current and upcoming time off periods as chips:
A chip appears for each ongoing or future period.
A user with more than one qualifying period shows several chips stacked in the cell.
A user with no current or upcoming periods shows an "N/A" state.
Each chip shows the status and the date range, with the reason available as supplementary detail on hover. The column is read-only. To make a change, open the user's profile.
The column shows two states:
On leave: the period is ongoing, meaning today falls within the start and end dates.
Upcoming: the period has not started yet, meaning the start date is in the future.
Only current and upcoming periods appear. Periods that have already ended are not shown in the column and are not matched by the Time Off filters.
The left-hand filter panel includes a Time Off filter with three options:
Currently on time off: shows users who have an ongoing period today.
Not on time off: shows users who do not have an ongoing period today.
On time off on a specific date: reveals a date picker and shows users who have a period covering the date you select.
Choosing a date checks availability against that date instead of today. Clearing the date returns the filter to today. The Time Off filter works together with any other active filters, so results meet every active filter at once.
Show or hide: use Manage Fields to add or remove the Time Off column, or include it in a saved custom view.
Reposition: drag and drop the field in Manage Fields to change its place in the column order.
Sort: the Time Off column can be sorted alongside the other columns.
Export: when the grid is exported with the column shown, Time Off is included in the export.
Showing or hiding the field only affects your own grid. It does not change any user's Time Off data.
If your administrator access is limited to a specific set of profile fields, the Time Off column appears only when Time Off is one of your permitted fields. Administrators with full profile-field access will always see it. If you cannot find it, first check Manage Fields, then confirm your field permissions with an administrator on your team.
The column reflects each user's periods as captured for the Database page. After you add, edit, or remove a period on the profile, the column updates once the underlying record refreshes. Until then, the cell may show the "N/A" state even though a period exists on the profile.