Brightwheel’s Time Off feature streamlines staff management by keeping providers informed about upcoming time off, ensuring shifts are always covered and ratios remain compliant. Plus, the historical time off view provides valuable insights into past time off, helping providers stay organized!
We're actively working to add additional functionalities to this feature, with exciting updates on the way including staff mobile view, report exports, and more! Stay tuned for updates 🎉
Add Time Off
Log in on the web
Navigate to the Staff & Payroll page on the left sidebar
Click over to the Time off tab
Click the purple + Add time off in the upper right corner of the screen
In the popup window, select if the time off is Paid, or Unpaid
Under Staff, select the relevant staff member(s), or click + All staff to add time off for all staff
Under Category, select the reason for the time off: Personal, Sick, Holiday, Other
Select the Start date and End date
💡If taking only a few hours or one day off, select the same start and end dateSelect how many Hours per day they will take off
💡Hours appear in decimal form. The decimal to hour/minute conversion is .25 = 15 mins, .50 = 30 mins, .75 = 45 mins.Select the Starting time of when their time off will begin
Add any optional Notes
Click Create
View Time Off
Upcoming Time Off
The Upcoming Time off view is helpful when admins need a quick glance at who is planning to take time off in the future, or who is currently taking time off.
Log in on the web
Navigate to the Staff & Payroll page on the left sidebar
Click over to the Time off tab
Under the Upcoming tab, filter by Staff member or time off Type (Paid or Unpaid). 💡Leave field(s) blank to view all staff and all time off types.
If there are multiple pages of results, click the next arrow at the top to show more
[Optional] Click Export to download the file, or Print
Time Off History
The Time off History view shows all past time off taken as of today’s date!
Navigate to the Staff & Payroll page on the left sidebar
Toggle over to Time off
Click the History tab
[Optional] Leverage the report filters
Filter by Staff member or time off Type (Paid or Unpaid). Leave field(s) blank to view all staff and all time off types.
Select the Start date and End date range to view time off for specific dates
If there are multiple pages of results, click the next arrow at the top of the report to show more
[Optional] Click Export to download the file, or Print
Time off Summary
The Time Off Summary view is helpful when admins need total calculations of staff time off, with the option to view both upcoming and historical records, along with total paid and unpaid hours. This feature can also provide visibility into how much time off is due to Personal, Holiday, Sick, or Other reasons.
Log in on the web
Navigate to the Staff & Payroll page on the left sidebar
Click over to the Time off tab
Open the Summary tab
Leverage the following filters as needed
Staff member: filter by a specific staff member or leave blank to view all staff
Type: filter for time off that is either Paid or Unpaid to see how many hours off were due to Personal, Holiday, Sick, or Other reasons. Leave blank to view all time off regardless of type.
Start & End Date: filter by a specific dates to see any time off that is planned, or that already occurred in that date range
[Optional] Click Export to download the file, or Print
Manage Time off
Edit Time off
Log in on the web
Navigate to the Staff & Payroll page on the left sidebar
Click over to the Time off tab
Select the Upcoming, or History tab
Click Actions next to the time off
Select Edit
Change any relevant details
If needing to edit the staff member scheduled for Time Off, delete the record as outlined below and re-log it for the correct staff member!
Click Save
Delete Time off
Log in on the web
Navigate to the Staff & Payroll page on the left sidebar
Click over to the Time off tab
Select the Upcoming, or History tab
To delete multiple Time off instances in bulk
Click the checkboxes for Time off instances that need to be deleted, or click the checkbox at the top to select all staff on the page
Click Delete time off
Select Yes, delete
To delete one Time off instance at a time
Click Actions next to the time off
Select Delete
Click Yes, delete
Audit Changes to Time off
Providers can view who created a Time off event and view a log of changes made.
Log in on the web
Navigate to the Staff & Payroll page on the left sidebar
Click over to the Time off tab
Under the Upcoming, or History tab
Click Actions next to the Time off event in question
In the drop down, select See history