Time off

The two kinds of leave

You do not choose between these — the approver does, when they say yes. You ask for dates and give a reason; classifying it is their call.

The split is about meaning, not mechanics. Both are recorded, both show up in reports, and both mark the day as time off. The only difference is whether the day comes out of your allowance.

Granted leave has no cap on purpose. A budget for it would eventually force an approver to refuse someone who is ill, which is the opposite of what it is for.

Your annual allowance comes from your attendance policy and resets on 1 January.

Request time off

What a request costs

Only the days you would have worked are deducted. Kokar looks at your policy's workweek and holiday list and skips the rest, so:

• A Thursday-to-Monday range on a Sunday–Thursday week costs two days.
• A week that contains Newroz costs four.
• A range made up entirely of weekends and holidays is refused — there is nothing there to take off.

Hours and part days

A partial day is charged for the working time inside the window you asked for, never more than that day is worth:

• Only your scheduled hours count. On a 09:00 to 17:00 day, asking for 07:00 to 10:00 costs one hour. A window entirely outside your hours, or on a weekend or holiday, is refused with "That time falls outside your working hours".
• The break counts like any other working time. 13:00 to 15:30 costs 2.5 h, lunch or not, so a morning and an afternoon off cost exactly what the whole day costs.
• A window that covers your whole working day costs exactly one full day, the same as picking that date under Full days.

Balances are kept in hours, so a request that works out to 2.5 hours takes exactly 2.5 hours off your annual leave once it is approved as annual leave.

One other check runs before a request is filed: you cannot request time that overlaps a request you already have. Two part-day requests on the same day are fine as long as their hours do not meet (09:00 to 11:00 and 11:00 to 13:00, for example).

How approved hours show up in attendance

Approved time off is excused time. On a day that is partly off:

• your expected hours for the day drop by the time you are off, so overtime is counted past what you actually owed that day;
• time off at the start of the day moves your expected arrival to when it ends, and time off at the end moves your expected departure to when it starts, so neither shows up as late or leaving early;
• history and the PDF report mark the day with how much of it was time off.

Your balance is checked when the request is decided, not when you send it. That is deliberate — the approver picks the kind of leave, so until they do, there is no way to know whether the days come out of your allowance at all. A request that would overdraw your annual leave can still be approved as granted leave.

Reading your balance

Each balance card shows days remaining out of days allocated, with anything still pending noted underneath.

Pending days are shown separately rather than deducted, so the number on the card is what you have genuinely spent. Days come off the balance when a request is approved, not when it is filed — and go straight back if you cancel a pending one.

Hours are converted to days using your policy's own day length, which is why the same 8-hour allocation reads differently on a 6-hour week.

Approving requests

Owners and admins review at Attendance → Approvals. The sidebar carries a badge with the number waiting, so a request cannot sit unnoticed.

Each row shows who asked, when (with the times for a part-day request, such as "7/10/2026 · 1:00 PM–3:30 PM"), how much it costs ("2.5 h", "3 days" or "1 day 6.75 h"), and the reason if they gave one. For a request made in hours, the remaining annual leave is shown in hours too, so you can see whether it fits. Two decisions:

• Approve — the days are deducted and the requester is told.
• Decline — with an optional reason, which is shown on their request so nobody has to chase an explanation.

Any owner or admin can decide any request — there are no reporting lines to set up, and nothing is routed to one particular manager.

Frequently asked questions

How many days do I have left?

Attendance → My time off shows a card per balance — days remaining out of days allocated, with anything still awaiting a decision counted separately underneath.

Why does my balance only show one number?

Because only annual leave is budgeted. Granted leave — the days an approver decides not to charge you for — has no cap by design, so there is nothing to count down.

I asked for a week off but it only used four days.

Weekends and company holidays inside the range are not deducted. A request that covers Thursday to the following Monday only spends the days you would actually have worked.

Can I take just a few hours off?

Yes. Choose Hours to take part of one day (say 13:00 to 15:30), or Days and hours for something like Monday 13:00 through Wednesday 12:00. Only the working time inside that window is charged.

Does my lunch break count when I take a few hours off?

Yes. The break counts like any other working time, so a morning and an afternoon off cost exactly the same as the whole day.

Can I cancel a request?

A pending one, yes — Cancel on the request removes it and returns the days. Once it has been approved, ask an owner or admin.

Who approves requests?

Any owner or admin. Every request needs a decision, including one filed by an owner. The approver also decides which kind of leave it is — you ask for dates, they classify it.

Keep reading

Attendance policiesThe working week every day is measured against — schedule, holidays, breaks, overtime and time-off quotas.Clocking in and outThe daily action — check in, take a break, check out, and the office rules behind each tap.History and reportsThe day overview, payroll-grade PDF exports, history, and fixing an entry that went wrong.