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Staff Time Off Overview
Staff Time Off Overview

[For Admins + Managers] Learn how to log and manage paid and unpaid time off for staff!

Audrey avatar
Written by Audrey
Updated this week

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

  1. Log in on the web

  2. Navigate to the Staff & Payroll page on the left sidebar

  3. Click over to the Time off tab

  4. Click the purple + Add time off in the upper right corner of the screen

  5. In the popup window, select if the time off is Paid, or Unpaid

  6. Under Staff, select the relevant staff member(s), or click + All staff to add time off for all staff

  7. Under Category, select the reason for the time off: Personal, Sick, Holiday, Other

  8. Select the Start date and End date
    💡If taking only a few hours or one day off, select the same start and end date

  9. Select 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.

  10. Select the Starting time of when their time off will begin

  11. Add any optional Notes

  12. 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.

  1. Log in on the web

  2. Navigate to the Staff & Payroll page on the left sidebar

  3. Click over to the Time off tab

  4. 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.

  5. If there are multiple pages of results, click the next arrow at the top to show more

  6. [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!

  1. Navigate to the Staff & Payroll page on the left sidebar

  2. Toggle over to Time off

  3. Click the History tab

  4. [Optional] Leverage the report filters

    1. Filter by Staff member or time off Type (Paid or Unpaid). Leave field(s) blank to view all staff and all time off types.

    2. Select the Start date and End date range to view time off for specific dates

  5. If there are multiple pages of results, click the next arrow at the top of the report to show more

  6. [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.

  1. Log in on the web

  2. Navigate to the Staff & Payroll page on the left sidebar

  3. Click over to the Time off tab

  4. Open the Summary tab

  5. Leverage the following filters as needed

    1. Staff member: filter by a specific staff member or leave blank to view all staff

    2. 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.

    3. Start & End Date: filter by a specific dates to see any time off that is planned, or that already occurred in that date range

  6. [Optional] Click Export to download the file, or Print

Manage Time off

Edit Time off

  1. Log in on the web

  2. Navigate to the Staff & Payroll page on the left sidebar

  3. Click over to the Time off tab

  4. Select the Upcoming, or History tab

  5. Click Actions next to the time off

  6. Select Edit

  7. Change any relevant details

    1. 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!

  8. Click Save

Delete Time off

  1. Log in on the web

  2. Navigate to the Staff & Payroll page on the left sidebar

  3. Click over to the Time off tab

  4. Select the Upcoming, or History tab

  5. To delete multiple Time off instances in bulk

    1. 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

    2. Click Delete time off

    3. Select Yes, delete

  6. To delete one Time off instance at a time

    1. Click Actions next to the time off

    2. Select Delete

    3. Click Yes, delete

Audit Changes to Time off

Providers can view who created a Time off event and view a log of changes made.

  1. Log in on the web

  2. Navigate to the Staff & Payroll page on the left sidebar

  3. Click over to the Time off tab

  4. Under the Upcoming, or History tab

  5. Click Actions next to the Time off event in question

  6. In the drop down, select See history

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