Holidays and absences

Holidays and other absences are requested and approved from your profile. Open it from your initials at the bottom of the sidebar, then select Holiday or Approvals.

Open in Clockwork CRMEnter your Clockwork CRM address at the top of the page to open this in your Clockwork CRM.

Your holiday

The Holiday tab shows your balance, your working week, who approves your requests, and your absences.

The figures at the top cover the current holiday year:

Figure	What it shows
Entitlement Days	Your holiday allowance for the year. When days have come across from last year, the number carried over is shown underneath
Days Taken This Year	Approved holiday in this holiday year, including approved days later in the year
Days Remaining	Entitlement plus carried over days, minus days taken. It is highlighted when it goes below zero
Sick Days This Year	Approved sick days in this holiday year. They are never taken from your entitlement

Your Working Week shows each day from Monday to Sunday with the hours you work, or Off for a non-working day. Your working week is set by an administrator.

Your Line Managers are the people who review your requests. When you have none, the page shows No line managers set and your requests go to the administrators.

How your balance is worked out

• Only Holiday absences are taken from your entitlement. Every other type is recorded but uses none of it.
• Only approved absences count. A request waiting for approval does not change your balance.
• Only your working days count. Non-working days and public holidays inside an absence are free.
• A whole working day costs one day. A partial day costs the hours you asked for, as a share of your contracted hours per day.
• If you join or leave part way through the holiday year, your entitlement is pro rata, rounded up to the nearest half day.
• Unused days carry into the next holiday year, up to the carry-over cap your administrator sets.

The holiday year, carry-over cap and public holidays are set in Instance settings. Your entitlement, contracted hours, employment dates and working hours are set in Users.

Requesting time off

Request Time Off is on the Holiday tab.

Field	What it does
Partial day (a time window on one day)	Switches the request to part of a single day
First day	The first day you are off. Called Day for a partial day
Last day	Your final day off. You are back the day after. Not shown for a partial day
From and Until	The start and end time of a partial day. Only shown for a partial day
Type	The kind of absence
Notes (optional)	Anything your reviewer needs to know, up to 500 characters

The types are Holiday, Sick, Unpaid, Bereavement, Parental, Jury service, Study and Other.

To request time off:

1. Choose the First day and Last day. For part of a day, turn on Partial day (a time window on one day), then choose the Day, From and Until.
2. Choose the Type.
3. Add any Notes (optional).
4. Select Request.

Request is unavailable until the dates are filled in, the last day is on or after the first day, and a partial day ends after it starts.

If none of the days you chose are working days, a warning says the request will not use any of your entitlement. You can still send it.

A request is refused when:

• it overlaps an absence you already have, other than a rejected one. Two partial days on the same day only overlap if their times overlap
• it starts sooner than the minimum notice your administrator sets
• it falls inside a blackout period

The minimum notice and blackout periods do not apply to Sick, Bereavement or Jury service.

A request does not need you to have enough days left. Your reviewer sees your remaining days when deciding.

Who is told

When you send a request, each of your line managers gets a notification and an email. If you have no line managers, every administrator is told instead. You are never sent your own request to review.

When the request is approved or rejected, you get a notification and an email with the outcome. See Notifications.

Your absences

My Absences lists your requests and absences from the last 12 months. Show older absences adds the rest.

Each row shows the dates, the times for a partial day, the type and the status:

Status	What it means
Awaiting approval	Sent and waiting for a decision
Approved	Approved. Holiday absences count towards Days Taken This Year
Rejected	Turned down. You can request the same dates again
Cancellation requested	Approved, and you have asked for it to be cancelled

Details opens the absence's notes, any return-to-work notes and its attachments. Hide details closes them.

Action	What it does
Paperclip	Attaches documents, such as a fit note. Not shown for rejected absences or while a cancellation is requested
Withdraw	Deletes a request that is still awaiting approval, after you confirm. Your reviewer no longer sees it
Request cancellation	Asks your reviewer to cancel an approved absence, after you confirm

Attaching documents

Attachments can be PDF, PNG, JPG, HEIC, DOC or DOCX files. You can attach up to five files at a time, each up to 10MB.

Select an attachment's name to open it. The cross beside it removes it. Only the person who uploaded a file, or an administrator, can remove it.

Cancelling approved time off

An approved absence cannot be withdrawn. Select Request cancellation instead. Your line managers, or the administrators if you have none, are told in the same way as a new request.

The absence stays approved, and its days stay taken, until the reviewer decides. If they agree, the absence is deleted and the days return to your balance. If they turn it down, the absence stays as approved.

Approving requests

The Approvals tab lists the requests waiting for your decision. It is only shown to administrators and to line managers.

• Line managers see the requests of the people in the teams they manage.
• Administrators see every request.
• Nobody sees their own requests.

Line managers are set on teams. See Teams and permissions.

Each request shows:

Column	What it shows
Type icon	The kind of absence. Hover over it to see the type name
Who	The person asking
Absence	The dates, the times for a partial day, the notes and any attachments. A Cancellation badge marks a request to cancel approved time off
Days Left	The person's remaining holiday days

Warnings appear under the absence when:

• Also off then: lists teammates with approved time off on the same dates
• approving would put more of a team off than the limit set in the holiday policy, for example "Approving puts 3 of 4 (75%) of Sales off during this period."

To decide on a request:

1. Select Approve or Reject.
2. Check the confirmation, which names the person and the dates, then confirm.

Decision	On a new request	On a cancellation
Approve	The time off is approved and the days come off the person's entitlement	The absence is cancelled and the days return to the person's entitlement
Reject	The request is turned down. The person can request again	The absence stays as approved

The person is sent a notification and an email with your decision.

Related

• Users, where entitlement, working hours and employment dates are set
• Instance settings, the holiday policy
• Teams and permissions, where line managers are set