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 to help you create a fair, transparent system for your team.

Getting Started with Time Off Management

Manage time off policies from the Easyteam settings page.

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

➡️ Click Create new policy



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.



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 enable/disable toggle next to each staff member to choose if they're active on this policy

Note that even when you turn off a policy for a staff member, they are still eligible for the time off balance they accrued so far.

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



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 access Easyteam on mobile, read How do staff members access Easyteam using the mobile app?

➡️ Select a date and click Add new time off button



➡️ In the modal that appears, select the time off policy from the dropdown. The selector will only show active policies or policies that have some accrued balance.

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

➡️ Add a note explaining your request. This is required for all staff 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! Managers may set a minimum notice period for time off requests. 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.



Switch over to the Requests tab to view the details about these requests



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 the 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.



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

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



These settings apply across all policies and staff members, 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: 06/03/2025