Overview

Managing time off is an important but often overlooked part of running a team. For businesses with hourly workers or shift-based staff, staying on top of requests, balances, and availability is key to keeping operations running smoothly.

Without a structured system, it’s easy for businesses to miss regulatory requirements or fail to provide employees with the time off they’re entitled to. Businesses need to have a system in place that helps them stay compliant and ensures time off is handled fairly and consistently.

Embedded time off management in your platform.

With Easyteam Embedded, you can bring a fully integrated time off management experience into your platform, without building it from scratch. Employees request time off, managers approve it, and schedules stay up to date.

What is Embedded Time Off Management?

Embedded Time Off Management is part of Easyteam’s embedded workforce platform. It gives your users a complete, configurable time off system they can use without leaving your app.

The experience includes everything from policy creation and tracking to request approval, balance management, and payroll sync.
It works alongside other embedded features like scheduling, time tracking, and compliance - so that businesses can manage their teams in one place instead of switching between disconnected tools.

How Time Off Works in Easyteam Embedded

Each business can define its own time off policies. These control how time off is requested and managed: whether it's paid or unpaid, how much time employees get, whether balances accrue over time, and more.

Time Off Basic Details

You can offer these policy tools directly inside your product. Managers can create policies, assign them to employees, and track usage — all without relying on another HR system.

To learn more, read the Time Off Policies guide.

Once policies are in place, workers can request time off based on their balances and other restrictions:

Employee Experience

Employees with standard permissions can view their scheduled shifts and request time off according to company policies

Employee request time off experience

Working with Time Off

Employees can request time off directly from their schedule view — on web or mobile. These requests are tracked, stored, and sent to the manager for approval (if required).

Time off requests

Managers don’t need to switch apps or log into a separate tool. They can view, approve, or decline requests from the same calendar they use to plan weekly coverage. Time off is shown alongside shifts, so it's easy to see who’s out and plan accordingly.

Read more about the Time Off Requests Tab in Schedules.

Requests automatically follow the rules defined in the business’s time off policies — such as whether approval is needed or how far in advance requests must be made.

Balances and Accruals

Some policies grant unlimited time off, meaning there's no set number of days or hours. These are usually combined with manager approval for every request.

Others use a fixed amount, such as 10 days per year, or allow employees to earn time gradually based on the number of hours they work.
For example, a business might offer one hour of paid time off for every 30 hours worked. This helps balance time off with actual time spent on the job.

Connected Settings and Compliance

Global settings let the business define how time off should work: for example, whether manager approval is required or how many days in advance requests must be submitted.

Policy settings interface showing policy details, employee assignments, and configuration options

These settings help the business stay in control and stay compliant. And they live in the same settings area as other workforce management rules — making setup easier and more consistent.

Read more in the Compliance Framework guide.