> ## Documentation Index
> Fetch the complete documentation index at: https://every.help/llms.txt
> Use this file to discover all available pages before exploring further.

> ## Agent Instructions
> These docs describe Every as customers have it today. Answer from them, and say so when they don't cover a question.
> Pages under /admins/ are for the people who run Every for the company, and pages under /employees/ are for employees. Answer from the pages that match the person asking.
> Each page's Agent reference section lists its exact roles, conditions and limits. Prefer it for those details.
> When a page says a feature is in closed beta, or that Every turns it on company by company, don't promise that the person's company has it.
> Use roles and on-screen labels exactly as the pages write them.
> When someone asks what a term means, answer with the Glossary page's definition (/glossary), which other pages show in parentheses after the term.
> When the docs don't answer a question, tell the person to email [support@every.io](mailto:support@every.io).

# Time Off

> Approve team time off, manage holiday calendars and adjust employee balances

![Time off request showing its requested dates, employee and decision controls.](https://mintcdn.com/every-a2724ddc/6k1svT9aHzVFwBZW/images/illustrations/admins-time-time-off-light.png?fit=max\&auto=format\&n=6k1svT9aHzVFwBZW\&q=85\&s=6a5518db0fa09d9e90e2787611c7f5d7)

**Time** → **Time Off** shows upcoming requests, holiday calendars and time off policies.

Company Admins and HR Admins manage time off, and managers review their team's requests. **Time Off** appears once payroll is set up and your company has finished onboarding. Each employee requests their own time off on **My profile** (see [Request time off](https://every.help/employees/my-profile.md#request-time-off)).

> [!NOTE]
>
> Every turns on time off company by company. If you don't see it, email [support@every.io](mailto:support@every.io) to ask about it.

## Review your team's requests

Once your company has a policy, **Overview** lists requests that end today or later. The list shows each person's dates, reason, policy type, days, approval status and payment status.

Company Admins and HR Admins see requests across the company. Managers review requests from direct and indirect reports.

For managers, **Time Off** appears in the sidebar once a direct or indirect report is covered by an active policy. The **Policies** card on **Overview** lists the policies covering those people.

Before a policy is created, Company Admins and HR Admins see **Get started** on **Overview**. Select it to open the policy form. For eligibility, accrual and approval rules, see [Set up time off policies](https://every.help/admins/time/set-up-time-off-policies.md).

![Time Off overview with upcoming holidays, policies and employee requests awaiting decisions.](https://mintcdn.com/every-a2724ddc/lWATgPF1EqKKYfej/images/screens/admins-time-time-off-light.png?fit=max\&auto=format\&n=lWATgPF1EqKKYfej\&q=85\&s=6eee442cd64a69d9b2f90c0314504755)

## Approve or deny a request

**1. Find the request**

On **Overview**, find the pending request you want to review.

**2. Choose your decision**

Open the request's menu and select **Approve** or **Deny**.

**3. Give a reason to deny**

To deny, enter a **Reason** in **Reject Time Off Request**.

**4. Confirm your decision**

Select **Approve** or **Reject**.

The assigned direct manager can also decide from **Home**:

**1. Open the to-do**

On **Home**, open the time off approval to-do.

**2. Choose your decision**

In **Time off request**, select **Accept** or **Reject**.

**3. Give a reason to reject**

To reject, enter a **Reason** in **Reject Time Off Request**.

**4. Confirm your decision**

Select **Approve** or **Reject**.

Assigned managers farther up the approval chain can approve from **Time Off**. One manager's approval is enough.

Company Admins and HR Admins can decide pending requests even when they aren't the assigned approver. The approval menu doesn't offer a decision on your own request.

![Reject Time Off Request with a required reason and Reject and Cancel actions.](https://mintcdn.com/every-a2724ddc/19nP2pdcB7HMtcYU/images/screens/admins-time-time-off-reject-request-light.png?fit=max\&auto=format\&n=19nP2pdcB7HMtcYU\&q=85\&s=6d8b9cd3cab591f45367aa50b875881c)

## Edit or cancel a request

> [!WARNING]
>
> Canceling a request can't be undone: the row stays in the list as **Cancelled**, with no further actions. To change an approved request's dates instead, use **Edit request** before it begins.

Open the request's menu on **Overview**:

* **Edit request** lets Company Admins and HR Admins change the request's dates. Select **Save** to apply the changes.
* **Cancel request** lets Company Admins, HR Admins and the employee's managers cancel the request. Confirm with **Cancel request**.

You can edit or cancel an approved request only before it begins. An edit can't move a request's dates into the past.

## Manage holiday calendars

Company Admins and HR Admins create and edit calendars from **Time Off**.

| Calendar type | Who it covers |
| - | - |
| **Country based** | Employees in the selected country: their workplace country for on-site work, or their home address country for remote work or when no workplace country is set |
| **Custom** | Employees across the company |

**1. Open a new calendar**

Select **Add new** → **Calendar**.

**2. Choose the calendar type**

Choose **Country based** and select a **Country**, or choose **Custom**.

**3. Name the calendar**

Enter the **Calendar name**.

**4. Choose the year**

For a custom calendar, choose the **Year** beside the name.

**5. Choose whether to publish**

Turn on **Publish** to make the calendar active, or leave **Publish** off to save a draft.

**6. Review the holidays**

Turn each holiday's status switch on or off.

**7. Open the holiday form**

For a custom calendar, select **Add new holiday**.

**8. Enter the holiday**

In **Add new holiday**, enter the **Title** and choose the **Date**.

**9. Add the holiday**

Select **Add**.

**10. Save the calendar**

Select **Save**.

You can create 1 custom calendar. A holiday applies only when both it and its calendar are active.

To edit an existing calendar:

**1. Open the calendar**

On **Calendars**, select the calendar's row.

**2. Update the calendar**

In **Edit calendar**, turn **Publish** or each holiday's status switch on or off.

**3. Save the calendar**

Select **Save**.

![Edit calendar with its name, year, publication switch and holidays.](https://mintcdn.com/every-a2724ddc/19nP2pdcB7HMtcYU/images/screens/admins-time-time-off-calendar-light.png?fit=max\&auto=format\&n=19nP2pdcB7HMtcYU\&q=85\&s=260ae43c0b11d45d7e0ed5cd33a0bd0e)

## Review and adjust a balance

**Time off balances** on an employee's profile shows the employee's policies and balances.

Company Admins and HR Admins can adjust another employee's balance on a limited policy. You can't adjust your own balance, and a terminated employee's time off is read-only.

**1. Open the employee's profile**

On **People**, open the employee's profile (see [All People](https://every.help/admins/hr/overview.md)).

**2. Open their time off**

Select the **Time off** tab.

**3. Open the adjustment**

Under **Time off balances**, select **Adjust**.

**4. Choose the policy**

Choose the **Policy**.

**5. Choose the direction**

Under **Type**, select **Add hours** or **Subtract hours**.

**6. Enter the hours and reason**

Enter a positive **Amount (hours)** and a **Reason**.

**7. Apply the adjustment**

Review the current balance and the new balance, then select **Apply adjustment**.

If subtracting hours would break the policy's negative-balance rule, reduce the amount or add hours instead. HR Admins can override the rule: in **Adjust balance**, select **I understand this adjustment will leave the balance negative despite the policy.**

![Adjust balance sheet with policy, adjustment type, hours, reason and the current balance.](https://mintcdn.com/every-a2724ddc/lWATgPF1EqKKYfej/images/screens/admins-time-time-off-adjust-balance-light.png?fit=max\&auto=format\&n=lWATgPF1EqKKYfej\&q=85\&s=675211758f317f776cbc3e228295ee7f)

## Agent reference

**Where:** **Time** → **Time Off** for Company Admins and HR Admins. Managers who review their team's requests find **Time Off** as its own item in the sidebar. Employee balances and adjustments are on **People** → the employee's profile → **Time off**. An employee requests personal time off on **My profile** → **Time off**.

**Who:** Company Admins and HR Admins manage time off, and managers review their team's requests. **Time Off** appears once payroll is set up and the company has finished onboarding, when Every has turned on time off for the company. A manager sees **Time Off** in the sidebar once a direct or indirect report is in an active time off policy. Company Admins and HR Admins can adjust another employee's balance on a limited policy. No one can adjust their own time off balance.

### Facts

* **Time** → **Time Off** has **Overview**, **Calendars** and **Policies** tabs.
* Before the company has a policy, Company Admins and HR Admins see **Get started** on **Time Off** → **Overview**, rather than the request table. **Get started** opens the new policy form.
* An employee starts a personal time off request with **Request** under **My profile** → **Time off** → **Time off requests**.
* The request table on **Time** → **Time Off** → **Overview** includes requests ending today or later. Company Admins and HR Admins see requests across the company; managers see their direct and indirect reports' requests.
* The request table on **Time** → **Time Off** → **Overview** has **Name**, **Dates**, **Reason**, **Type**, **Days**, **Status** and **Payment** columns.
* The request statuses on **Time** → **Time Off** are **Pending**, **Approved**, **Rejected** and **Cancelled**. Requests that don't need approval show **Approved**.
* A manager's **Policies** card on **Time Off** → **Overview** lists the policies covering the manager's direct and indirect reports.
* A pending request on **Time Off** offers **Approve** and **Deny** when the viewer is an assigned approver, a Company Admin or an HR Admin. The approval menu on **Time Off** doesn't offer a decision on the viewer's own request.
* A time off request that needs approval goes to the employee's manager and the managers above them. When the employee has no manager, or their manager has left the company, the request goes to their secondary manager instead. The direct manager gets the **Home** to-do, and one manager's approval decides the request.
* Managers see requests on **Time Off** from everyone who reports to them, directly or indirectly, as manager or secondary manager. A manager the request didn't go to sees it on **Time Off** without **Approve** or **Deny**, unless they can decide requests across the company, as Company Admins and HR Admins can.
* **Approve** on **Time Off** opens a confirmation with **Approve**. **Deny** on **Time Off**, or **Reject** in the **Home** request sheet, opens **Reject Time Off Request**, requiring **Reason** and ending with **Reject**.
* The time off approval to-do on **Home** includes the number of requests in its label, such as **Approve 2 time off requests**. The to-do opens **Time off request** with the employee's name, dates, **Accept** and **Reject**.
* Company Admins and HR Admins can use **Edit request** on **Time Off**, then select **Save** to apply date changes. Being someone's manager doesn't give **Edit request** on **Time Off**.
* Approved time off requests can be edited or canceled only before the requests begin. An edit on **Time Off** can't move a request's dates into the past.
* Company Admins, HR Admins and the employee's managers can cancel a future approved request from **Time Off**. Canceling requires confirmation in **Cancel time off request?**.
* A canceled request on **Time Off** retains the **Cancelled** badge and has no further actions. Canceling a time off request cannot be undone.
* Company Admins and HR Admins create a calendar from **Time Off** → **Add new** → **Calendar** and edit a calendar by selecting its row on **Calendars**.
* The calendar form on **Time Off** offers **Country based** and **Custom**. Country-based calendars require **Country**. Custom calendars offer **Year** as well as **Calendar name**.
* The calendar form on **Time Off** supports 1 custom calendar. A custom calendar applies company-wide; a country calendar applies to employees in its country.
* A country holiday calendar on **Time Off** covers employees in the selected country: their workplace country for on-site work, or their home address country for remote work or when no workplace country is set.
* The **Calendars** table on **Time** → **Time Off** shows **Active** or **Draft** for each calendar.
* A holiday applies to an employee when both the holiday and its matching calendar are active. **Publish** makes the calendar active; leaving **Publish** off saves a **Draft**. The calendar form finishes with **Save**.
* **Add new holiday** in the custom calendar form requires **Title** and **Date**, then **Add**. A holiday's status switch controls whether the holiday is enabled.
* An employee's profile **Time off** tab appears when the employee is in a time off policy. A terminated employee's **Time off** tab retains history and is read-only.
* The **Adjust** button under **Time off balances** opens **Adjust balance**. The adjustment fields are **Policy**, **Type**, **Amount (hours)** and **Reason**, with **Apply adjustment** as the final action.
* **Adjust balance** on **People** → the employee's profile → **Time off** shows **Current balance** and the new balance before **Apply adjustment**.
* The **Type** choices in **Adjust balance** are **Add hours** and **Subtract hours**. Adjustment hours must be positive and a reason is required.
* Unlimited time off policies are excluded from **Adjust balance**. Company Admins and HR Admins can't adjust their own time off balance.
* HR Admins can override a policy's negative-balance rule in **Adjust balance** by selecting **I understand this adjustment will leave the balance negative despite the policy.**

### Questions people ask

* **Can a manager approve someone who reports through another manager?** Yes. A time off request goes to the employee's manager and the managers above them. The direct manager gets the **Home** to-do; managers farther up can approve from **Time Off**.
* **Why can I see a team member's request but not approve it?** The request didn't go to you. **Time Off** shows requests from everyone who reports to you as manager or secondary manager, but a request goes to the employee's manager and the managers above them, and to the secondary manager when the employee has no manager or their manager has left the company.
* **Can I approve my own time off request from the dashboard?** No. **Time Off** excludes the requester's own request from the approval menu.
* **Where are past time off requests?** On the employee's profile → **Time off**. Company Admins and HR Admins open the profile from **People**. **Time Off** → **Overview** lists only requests ending today or later.
* **Can a manager edit a request from Time Off?** No. Being someone's manager doesn't give **Edit request** on **Time Off**. Company Admins and HR Admins can use **Edit request** on **Time Off** before an approved request begins.
* **Can I cancel approved time off that has started?** No. An approved time off request can be canceled only before the request begins.
* **Can I change my own time off balance?** No. You can't adjust your own time off balance in **Adjust balance**, even as a Company Admin or HR Admin.

### Not covered here

* What payroll correction is needed for a particular paid or unpaid absence. To ask, email [support@every.io](mailto:support@every.io).


## Related topics

- [Set up time off policies](https://every.help/admins/time/set-up-time-off-policies.md)
- [All People](https://every.help/admins/hr/overview.md)
- [Payroll and people reports](https://every.help/admins/reports/payroll-reports.md)


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