Skip to main content
All CollectionsUsing brightwheelManage Attendance Records
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 over 2 months ago

Brightwheel's Time off feature makes it a breeze to stay on top of all staff time off events, ensuring shifts are always covered and ratios remain compliant!

Providers can easily add Time off events in brightwheel and give staff immediate visibility to Time off on Schedules—keeping everyone informed while on the go.

Staff can also view their own historic and upcoming Time off from the brightwheel mobile app.

Add Time off

  1. Log in to Brightwheel on the web

  2. Go to the Staff & Payroll page in the left sidebar

  3. Click on the Time off tab

  4. Click the purple + Add Time off button in the upper right corner

  5. In the popup, select Paid or Unpaid

  6. Choose the relevant Staff, the time off Category (Personal, Sick, Holiday, Other), and any optional Notes

  7. Select the Date, Hours per day, and Starting time

  8. Click Create

ℹ️ Important Notes

  • The select Hours per day for the Time off event will appear in decimal form. The decimal to hour/minute conversion is .25 = 15 mins, .50 = 30 mins, .75 = 45 mins.

  • If staff are only taking a few hours, or one day off, select the same start and end date

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

Time off on Schedules

Once a Time off event is created, it is visible in Schedules to Admins and Staff. Time Off events must be created from the Staff >Time off page, but can be edited by Admins directly within Schedules.

💡Please visit Manage Staff & Student Schedules to learn more about how to edit scheduled Time off and events.

Manage Time off

Time off can be edited directly from the Time off page or from Schedules.

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

Did this answer your question?