Articles on: Time Off

Easyteam - Managing Time Off Policies


Easyteam - Managing Time Off Policies


Effective time off management streamlines your retail operations while keeping your team productive. Easyteam's Time Off feature helps you create customized policies, handle requests efficiently, and maintain accurate balances - all integrated directly with Shopify POS.


Here’s how to set up time off policies, manage requests, and track balances in a fair, transparent way.


Getting Started with Time Off Management


Manage time off policies from the Easyteam settings page.


➡️ Click Settings in the main navigation menu and go to Time Off


➡️ Click Create a new policy


New policy configuration options


When creating a policy, you'll need to configure:


  • Policy name: Choose a descriptive name like "Vacation Days" or "Sick Leave".
  • Policy type: Select from preset types like Vacation, Sick, Personal, etc.
  • Paid or Unpaid: Determine if time off will be compensated.
  • Units: Choose between Days or Hours for tracking.
  • Balance Settings: Set whether the policy has unlimited time or a specific allocation.
  • Full Day Duration: Define how many hours count as a full day, default is 8 hours.
  • Approval Requirements: Specify if requests need approval.
  • Assigned Staff Members: Specify which staff members have this policy active.


Detailed time off policy settings


You can also set carryover rules, prevent negative balances, and determine if this policy should be the default for new hires.


Assigning Policies to Staff Members


After creating policies, you'll need to assign them to your staff members.


➡️ From the policy creation screen, use the Assigned staff members table to select staff


Use the toggle next to each staff member to activate or deactivate the policy for them.


Note that even when you turn off a policy for a staff member, they still retain any time off balance already accrued.


➡️ Alternatively, go to a staff member's profile and assign policies from the Time Off section


Choose staff members for this policy


When assigning a policy, you can set initial balances for each staff member. If using accrual-based policies, balances will automatically increase based on your settings.


Staff members only see policies assigned to them when submitting time off requests. Use the Default Policy option to automatically assign the policy to new staff members.


Requesting Time Off


As a staff member, requesting time off in Easyteam can be done easily directly from the Time Off screen.


➡️ Navigate to the Time Off page on either web or mobile


Staff members can also request time off on mobile. Read how to access Easyteam using the mobile app


➡️ Select a date and click the Add new time off button


Requesting Time Off


➡️ In the modal that appears, select the time off policy from the dropdown. Only policies that are active or have an accrued balance will appear.


Read more about How to view and edit accrued time off balance?


➡️ Choose your date range and whether you need the full day or specific hours off.


➡️ A note is required for all staff time off requests.


➡️ Review your remaining balance in the summary at the bottom.


➡️ Click Submit to send your request to your manager.


If the policy requires approval, time off requests will appear in the Time Off and the Schedules screens. Read on to learn how to work with requests.


Plan ahead! Some stores may enforce a minimum notice period. For example, some stores require requests to be submitted at least 7 days in advance.


Time off requests show in the schedule with status indicators:


  • Pending: Awaiting approval
  • Approved: Confirmed time off
  • Declined: Request not approved


Viewing Time Off Requests and History


Managers can access time off requests through either the Time Off or Schedules screens


From the schedules screen


➡️ Go to the Schedules screen, notice the icons next to days that have pending time off requests.


Pending requests on the schedules screen


Switch to the Requests tab to see details for each requests


The 'Requests' tab in the schedules view


Click on any time off request to approve or decline it.


From the time off screen


➡️ Go to the Time Off screen


➡️ Switch to the Requests tab to find all pending time off requests.


➡️ See the details, time left, and balances for each policy on this screen. Then use the Approve and Decline actions on each request.


Working with time off requests on the Time Off screen


➡️ Switch to the History tab to see all requests, approvals, declines, and balance changes.



Read about requesting time off from a staff member's mobile device: How to request time off in Easyteam?



Configuring Global Time Off Settings


➡️ Go to the Settings screen and select the Time Off section


In this screen, you can manage:

  • Whether managers can approve time off requests
  • Minimum advance notice required for time off requests
  • Staff visibility settings for unavailability


Global time off settings


These global settings apply to all staff and policies, creating consistency in your time off management process.


Need help setting up your time off policies? Contact our support team via the chat bubble in the bottom right corner of the screen, or check our other articles about staff management ❤️

Updated on: 20/07/2025