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How to use Leave Tracking in Time Doctor

 

Note: Leave Tracking is available on Standard and Premium plans and can be accessed by Owners and Admins (full control), Managers (if permitted in Company Settings), and Regular users (request leave only, if permitted).

 

TL;DR
  • Enable Use Schedules in Settings / Company Settings.
  • (Optional) Enable Allow regular users to request leave time in schedules to accept leave requests.
  • Submit, approve, and manage Paid or Unpaid leave on Settings / Schedules and Approvals.
  • Paid leave counts toward Payroll and Hours Tracked; Unpaid leave does not.
  • Users on leave appear as On Leave in Reports / Attendance and are excluded from absence/low-activity notifications.

 

Prerequisites

  • Enable Use Schedules in Settings / Company Settings.
  • Review How to Set Up Schedules for details on shifts, CSV import, and permissions.

 

How Leave Tracking Works

  • Track Paid and Unpaid leave to keep attendance accurate and avoid false alarms when time is not tracked during planned time off.
  • Mark users as On Leave during approved leave windows across reports and dashboards. (Reports / Attendance page)

 

Configure Permissions

  2. Open Permissions.
  3. Toggle Allow regular users to request leave time in schedules as needed.

 

Permission

 

Request Leave (Regular users)

  2. Select a date (or the relevant Shift, if one exists for that date).
  3. Add Leave and choose Paid or Unpaid.
  4. Submit the request.


leave creation
leave applied

Notes:
  • Edit a previously Approved request to send it back to Pending approval.
  • Delete a pending request if it is no longer needed.

 

Approve Leave (Managers/Admins)
  1. Open Approvals.
  2. Review pending requests.
  3. Approve or Disapprove.
  4. Confirm. Approved leave is added to Settings / Schedules automatically. Disapproved requests can be approved later if needed.

 

Approvals

 

Create or Edit Leave Directly (Managers/Admins/Owners)
  • On Settings / Schedules, hover a date to add Leave; hover an existing item to Edit or Delete.
  • Use multi-select to bulk delete.

 

Add Leave via CSV (Admins)
  1. Export schedules from Settings / Schedules for the target users and date range.
  2. In date cells, enter leave in HHMM-HHMM-X format:
    • -1 = Paid leave (e.g., 0900-1700-1)
    • -2 = Unpaid leave
  3. Import the CSV to apply changes.

 

Properties and Behavior
  • Payroll/Hours Tracked: Include Paid leave; exclude Unpaid leave.
  • Attendance: Show On Leave in Reports / Attendance during leave windows.
  • Notifications: Exclude users on leave (paid or unpaid) from absence/low-activity notifications.
  • Where to manage: Add, edit, or delete leave only on Settings / Schedules.
  • Conflicts with tracked time: If time is tracked during a leave period, the tracked computer time overwrites the leave; the same applies to manual or break time.
  • Visuals: Display leave in purple on Activity Summary, Hours Tracked, and Timeline; icons distinguish Paid vs Unpaid.
  • Edit Time view: Show leave as read-only on Edit Time.
  • Dashboard widget: Display approved past time off on the User dashboard for manager visibility.

leave-attendance


leave-timeline


leave-user dash-1

 

 

 

 

Should there be any inconsistencies or concerns regarding this article, contact support@timedoctor.com for prompt assistance.