Manage leave requests, policies, and team availability calendar.
Welcome to the Intelogos Time Off page! This guide will help you understand and effectively use the Time Off module to manage leave and absence requests for your team.
The Time Off module allows managing leave and absence requests for all team members. Administrators can configure time off policies, approve or decline requests, while employees can view their available day balances and their personal request history.
If you do not want to use this feature, it can be disabled from Settings → Time off using the "Time Off" toggle switch.
The Time Off page is available to:
Location on page: The Time off link is located in the left sidebar navigation, below the "Reports" menu item. It is represented by a calendar icon.
The Time Off module provides a comprehensive view of your team's leave and absence schedule. It helps you:
Think of the Time Off module as your central hub for managing all leave-related activities — from submitting a request to reviewing your team's availability at a glance.
When you first open the Time Off page, you'll see:
The Time Off page opens in the Month view by default, showing the current month's calendar with all team time off entries displayed as colored bars on the relevant dates.
Location on page: Fixed at the very top of the page, spanning the full width.
Location on page: Below the header, spanning the full width of the content area.
Location on page: Below the page title bar, spanning the full width of the content area.
Location on page: Below the filter bar, divided into two sections side by side.
Location on page: Top-right corner of the page header, displayed as a dropdown selector showing the currently selected timezone (e.g., "Eastern Time (New York...)").
All calendar dates and times are displayed in the selected timezone. This is important for internationally distributed teams where members work across different time zones.
How to use:
Location on page: Top-right corner of the page title bar, displayed as a button labeled "+ New request".
Click this button to open the new time off request modal. See Creating a New Request for details on the form fields.
All views include filters in the top bar to help you narrow down the displayed data.
Location on page: Filter bar, directly below the page title bar. Filters appear as buttons arranged horizontally from left to right.
| Filter | Button Label | Location on Page | Description |
|---|---|---|---|
| Status | "Status All" | First button in the filter bar (left-most) | Filter requests by status. Options: All, Pending, Approved, Declined, Autoapproved. Displayed as a dropdown with the current selection shown. |
| Department | "+ Department" | Second button in the filter bar | Filter by organizational department. Opens a popover with checkboxes for available departments. |
| Project | "+ Project" | Third button in the filter bar | Filter by project. Opens a popover with checkboxes for available projects. |
| Manager | "+ Manager" | Fourth button in the filter bar | Filter by the responsible manager. Opens a popover with checkboxes for available managers. |
| Search by name | "Search by name..." | Right side of the filter bar | Text input field to search for a specific employee by name. Results filter dynamically as you type. |
Additional filter (List view only):
| Filter | Description |
|---|---|
| Type | Filter by time off policy type (e.g., Paid time off). Only available in the List view. |
Tips:
The left side of the Time Off page displays the Requests panel with three tabs that provide different views of time off requests and policies.
Location on page: Left side of the main content area, below the filter bar. The panel takes up approximately one-third of the page width. Three tab labels appear at the top of the panel: "Request", "My requests", "Policy".
Location on page: First tab in the Requests panel (left-most tab, labeled "Request"). Active by default when the page loads.
Displays a scrollable list of all team time off requests. Each request entry shows:
Special entries:
Location of elements within each request entry:
Location on page: Second tab in the Requests panel (middle tab, labeled "My requests").
Shows the current logged-in user's own requests within the selected time period. If no requests exist for the active period, it displays "No my requests in range".
Each entry follows the same format as the Request tab but only shows the logged-in user's requests.
Location on page: Third tab in the Requests panel (right-most tab, labeled "Policy").
Displays the time off policies assigned to the current user. Each policy entry shows:
View toggle: The Policy tab can be toggled between a Personal view (showing only the logged-in user's policies) and a Department / Project / Manager view (showing the corresponding policies for the selected scope).
The Time Off module offers 6 viewing modes, selectable from the top navigation tabs in the calendar area. The first four views (Day, Week, Month, Year) are available to all users. The List and Overview views are available only to Managers, Admins, and Owners.
Location on page: View mode tabs are displayed in a horizontal row at the top-right of the calendar area, to the right of the month/date navigation controls. Tabs are labeled: Day, Week, Month, Year, List, Overview.
Calendar navigation controls:
Location on page: Top of the calendar area, between the Requests panel tabs (left) and the view mode tabs (right). Contains a left arrow button (‹), the current month/year label (e.g., "March 2026"), and a right arrow button (›).
Location on page: First tab in the view mode selector (labeled "Day").
Displays time off requests for a single day. Useful for quickly seeing who is absent today.
What you see:
Location on page: Second tab in the view mode selector (labeled "Week").
Displays time off requests in a weekly format, showing a 7-day overview for planning team availability.
What you see:
Location on page: Third tab in the view mode selector (labeled "Month"). This is the default view when the page loads.
Displays a monthly calendar with all team member absences. Each entry shows the employee's name and time off type as a colored bar on the relevant dates.
What you see:
Location of elements within the calendar grid:
Location on page: Fourth tab in the view mode selector (labeled "Year").
Displays all 12 months of the year on a single page. Days with approved time off are visually highlighted with colors.
What you see:
Location on page: Fifth tab in the view mode selector (labeled "List"). Only visible to Managers, Admins, and Owners.
Displays all time off requests in a table format with sortable columns.
Table columns:
| Column | Location in Table | Description |
|---|---|---|
| Date | First column | The date the time off period starts |
| Name | Second column | The employee's full name |
| Job title | Third column | The employee's job title or role |
| Type | Fourth column | The time off type/policy (e.g., Paid time off) |
| Duration | Fifth column | The exact date range of the time off period |
| Actions | Sixth column | Action buttons: Approve / Decline / Delete (available depending on the request status and user permissions) |
| Status | Seventh column | The current status of the request (Pending, Approved, Declined, Autoapproved) |
| Approval | Eighth column | The person responsible for approving the request |
| Note | Ninth column | An optional note added by the employee when submitting the request |
Additional filter: The List view includes a Type filter (in addition to the standard filters) to filter requests by time off policy type.
Location on page: Sixth tab in the view mode selector (labeled "Overview"). Only visible to Managers, Admins, and Owners.
Displays a per-employee summary showing time off usage and balances.
What you see:
The + New request button opens a modal form for submitting a time off request.
Location on page: The "+ New request" button is located in the top-right corner of the page title bar. Clicking it opens a centered modal overlay.
| Field | Location in Modal | Description |
|---|---|---|
| For | Top of the form | Select who the request is for: Myself or another team member. Managers and Admins can submit requests on behalf of other users. |
| Type | Below the "For" field | Dropdown to choose the applicable time off policy (e.g., Paid time off, Wall-E, Sick leave). The available options depend on the policies assigned to the selected user. |
| Note (optional) | Below the "Type" field | Free text field to add a reason or note for the request. |
| Duration | Below the "Note" field | Toggle between Days and Hours to specify the duration type. |
| Start date | Below the "Duration" field | Date picker for selecting the start date of the time off period. |
| End date | Below the "Start date" field | Date picker for selecting the end date of the time off period. |
| Time off approvers | Bottom of the form (read-only) | Automatically displays the person(s) responsible for approving the request. This is determined by the organization's configuration. |
Location on page: The Submit request button is at the bottom of the modal form.
The request's initial status will be:
Every time off request has one of the following statuses, displayed as a color-coded badge:
| Status | Badge Color | Description |
|---|---|---|
| Pending | Yellow/Orange | The request has been submitted and is awaiting approval from the designated approver. |
| Approved | Green | The request was manually approved by an approver. |
| Autoapproved | Green | The request was automatically approved based on the policy's auto-approval rules. |
| Declined | Red | The request was rejected by the approver. |
Location on page: Status badges appear in multiple locations:
Managers, Admins, and Owners can perform actions on time off requests.
Location on page: Actions are available in the List view (Actions column in the table) and in the Requests panel (when viewing individual request details).
| Action | Description |
|---|---|
| Approve | Approve a pending request. Changes the status from Pending to Approved. |
| Decline | Reject a pending request. Changes the status from Pending to Declined. |
| Delete | Permanently delete a request. Available for requests that no longer require action. |
Time off policies are configured in the Settings area.
Accessible at: Settings → Time off tab
Location on page: Settings → Time off tab in the Settings page tab navigation.
Location on page: Top of the Time off tab, inside a card with the header "Time Off" and a toggle switch on the right.
Location on page: Below the Time Off toggle, when the feature is enabled. Each policy appears as a separate card.
Multiple policies can be created (e.g., Paid time off, Sick leave, Parental leave, Holiday). Each policy card includes:
a) Policy Name
The name of the policy as displayed throughout the app (e.g., "Paid time off", "Wall-E", "test 1").
Location on page: Top-left of each policy card, displayed as the card header.
b) Number of Days (required)
The total number of days available per employee under this policy (mandatory field, marked with *).
Location on page: Inside the policy card, below the policy name.
c) Auto Approve
A toggle that enables automatic approval of requests. When active, specific rules can be configured:
Location on page: Inside the policy card, below the Number of Days field. Displayed as a toggle switch with configurable rule fields below.
| Rule | Description |
|---|---|
| Days left till the start of time off | Minimum number of days before the time off starts for it to be auto-approved. |
| Days left in the time off policy | Minimum remaining days the employee must have in the policy for auto-approval. |
| Maximum days requested | Maximum number of days that can be requested and still be auto-approved. |
| Overlapping time off approval | What happens if someone else has time off at the same time. Options: "Don't approve if others in the department have time off" or "Don't approve if other users in the company have time off". |
If any field in the auto-approval rules is left empty, that criterion will not be counted as a requirement.
d) Time Off Accrual for New Users
Location on page: Inside the policy card, below the Auto Approve section. Displayed as a toggle switch.
An optional toggle that activates a progressive day accrual system. When enabled, employees "earn" time off days gradually throughout the year instead of receiving all days at once from January 1st.
Calculation formula: 365 / number of days = 1 day earned every X calendar days
Example: A policy with 17 days → the employee earns 1 day every 21 calendar days (365/17 ≈ 21).
e) Select Users
Location on page: Inside the policy card, below the Accrual section.
Defines who is included in this policy. Options are:
f) Holiday Days (specific to Holiday-type policies)
Location on page: Inside the policy card, for holiday-type policies only.
A calendar picker allows selecting specific days that count as public/company holidays. Multiple days can be selected (e.g., "11 days selected").
Location on page: The + Add time off policy button is at the bottom of the Time off settings page, below all existing policy cards.
Click this button to create a new time off policy with all the settings described above.
Location on page: Each policy card has a trash icon (red) button in its top-right corner.
Clicking the trash icon permanently removes that policy from the system. This action cannot be undone.
Q: How do I submit a time off request? A: Go to the Time Off module → click the + New request button → select the time off type (policy), optionally add a note, choose the duration (days or hours), select start and end dates → click Submit request.
Q: How long does it take for my request to be approved? A: It depends on the configured policy. If the policy has Auto approve enabled and the request meets all conditions, it will be approved instantly (status: Autoapproved). Otherwise, a designated approver will manually approve or decline the request.
Q: How do I see how many time off days I have left? A: Go to Time Off → in the Requests panel on the left → open the Policy tab. You will see all time off policies assigned to you, showing Total time and Time left for each.
Q: Can I submit a time off request on behalf of a colleague? A: Yes, if you have Manager, Admin, or Owner permissions. When creating a new request, the For field allows you to select another team member.
Q: How do I filter time off by department? A: In any Time Off view, click the + Department filter button in the filter bar and select the department(s) you want to view.
Q: What does "Time off accrual" mean?
A: It is a system where employees gradually earn time off days throughout the year rather than receiving all days at once. The formula is: 365 / number of days in the policy = 1 day earned every X calendar days.
Q: Can I disable the Time Off module entirely? A: Yes. Go to Settings → Time off and turn off the "Time Off" toggle switch. This disables the feature for the entire organization.
Q: How do I add a new time off policy? A: Go to Settings → Time off → scroll to the bottom → click + Add time off policy and configure the name, number of days, auto-approval rules, and assigned users.
Q: What happens if I request time off at the same time as a colleague? A: If the policy has the Overlapping time off approval rule enabled with the option "Don't approve if others in the department have time off", the request will not be auto-approved. The manager will need to decide manually.
Q: Can I request time off in hours instead of days? A: Yes. When creating a new request, under the Duration section, select the Hours option instead of Days.
Q: What is the difference between Approved and Autoapproved? A: "Approved" means a manager or approver manually reviewed and approved the request. "Autoapproved" means the request was automatically approved by the system because it met all the pre-configured auto-approval rules defined in the policy.
Q: Who approves my time off request? A: The approver is automatically assigned based on your company's configuration. You can see who your approver is at the bottom of the New Request modal, under "Time off approvers".
Q: Why can't I see the List or Overview views? A: The List and Overview views are only available to Managers, Admins, and Owners. If you are a regular employee, you will see Day, Week, Month, and Year views only.
Q: What does the "+X more requests" link mean in the Month view? A: When a calendar cell has more time off entries than can be displayed, a "+X more requests" link appears (e.g., "+5 more requests"). Click this link to view all requests for that day.
Cause: The Time Off module may be disabled for your organization.
Solution: Contact your organization's Admin or Account Owner to enable the Time Off feature in Settings → Time off.
Location on page: The Time Off link should appear in the left sidebar navigation, below "Reports".
Cause: The request is awaiting manual approval from the designated approver.
Solution:
Cause: The List and Overview views are restricted to Managers, Admins, and Owners.
Solution: If you need access to these views, contact your organization's Admin or Account Owner to request the appropriate role.
Cause: The timezone selector may be set to an incorrect timezone.
Solution: Click the timezone selector in the top-right corner of the page header and select the correct timezone for your location.
Location on page: Top-right corner of the page header (e.g., "Eastern Time (New York...)").
Cause: No policies have been assigned to you, or the Time Off feature may not be fully configured.
Solution:
Cause: Only Managers, Admins, and Owners can submit requests on behalf of other team members.
Solution: If you need this ability, contact your organization's Admin to request the appropriate permissions.
Cause: The auto-approval rules in the policy may be too permissive, or no one with approval rights is assigned.
Solution:
Cause: The request may be outside the currently displayed date range, or filters may be hiding it.
Solution:
If you have questions not covered in this guide:
Last Updated: March 2026 Version: 1.0