Time Off in Insightful helps track non-working days for employees, allowing Admins and Managers to easily see whether an employee is scheduled to work or is off. By recording Time Off, Insightful ensures more accurate utilization percentages for Fixed Hours formula, helping organizations better understand productivity.
Adding Time Off
Time Off can be seen in the Time and Attendance → Schedules tab. This is the only place where you can manage Time Off data. Here, you can perform tasks such as entry, import, edit, and delete, plus view it alongside shifts.
Also, you can see information from the Schedules tab on the individual Employee view.
Only Managers with attendance permission Manager can add and delete time off and Admins can add/edit/import/delete Time Off. In the User Management → Managers tab, you can click the three dots next to each manager and select Edit to configure their attendance permissions.
Employees can't submit or request Time Off through Insightful.
Users with the appropriate permissions should be able to add non-working days data either manually or through a CSV import.
Adding Time Off Days and Hours
To add Time Off, select the employee or team for the entry. Then, in the Schedules tab of the individual employee or team click on the button Create in the upper left corner to create New Time Off and choose either a range of days or a single day option and assign the correct time zone. Each Time Off entry will be saved as a full day (00:00 to 23:59).
You can select specific hours within the day, allowing you to enter partial leave periods.
Managing Time Off Entries:
It can be added to past and future time periods.
The user can select the start and end date for the Time Off.
For a single day, the user can define hours of the Time Off.
There can’t be Time Off duplicate entries.
Users should be notified with a toast notification.
Duplicate entry is not allowed.
Adding overlapping Time Off entries
If you try to enter Time Off entry that overlaps an existing one, there will be two options to choose from:
By default, you can proceed with creating only other entries that don't have scheduling conflicts.
You can check the replace option and proceed with overwriting the existing entries.
Import Time Off
On the same Time and Attendance → Schedules section you can import a CSV with both Time Off Days and Time Off hours. Users can download a template CSV explaining how the Time Off data should be formatted in order to be imported into Insightful’s platform.
It can be imported for past and future time periods. Users should be notified if the import was successful or failed with a toast notification.
Here is an example of a CSV file for importing Time Off.
CSV import limitations
Invalid or missing data input is not allowed.
Employees out of managers scope are not allowed.
Multiple entries of Employees with the same Name and Surname are not allowed. Single entry will add the same Time Off for all employees with the same Name and Surname.
Viewing Time Off
Time Off entries on the calendar are presented in gray color.
Time Off, scheduled at the same time as Shifts, is shown next to them and doesn't impact their length or status.
Editing Time Off
You can edit or remove Time Off entries in the same way as you perform those actions with Scheduled Shifts by clicking three dots on the right side. You can edit:
Start date and time.
End date and time.
Time zone.
It is also possible to multi select both Time Off and Shifts in order to delete multiple entries at the same time a bit faster.
The card for employees who are Currently on Time Off is visible only to organizations that have previously added Time Off entries. The Time Off status is now shown in the Currently Using column in Real-Time Insights page.
Real-Time Insights display employees who are Present Today instead of just the overall headcount, and you can click on the card to filter and view only those employees matching the card’s description.
This is a view of the Time Off agenda in the calendar on the Attendance page:
There is a tag to indicate in case there is a Time Off entry on the days employee has computer activity. Then you will see a popover on the Attendance page.
Time Off hours for that day, if they exist, are displayed at the bottom of the list:
How Time Off impact on Utilization you can see more in the Understanding Employee Utilization Score article.