For a quick overview, check the Scheduling time off video guide.
Time off approval settings
Depending on the team settings, team members can either schedule time off directly or submit a request. The Account Owner and Admins can enable time off approvals in Team settings > Time off.
If time off approvals are disabled, anyone with editing permissions can schedule time off directly in the Schedule.
If time off approvals are enabled, time off must be requested first and approved by a manager before it appears on the Schedule.
Learn more about time off approvals here.
Access rights and time off permissions
Your ability to schedule, request, or approve/decline time off depends on your access rights:
Anyone with permission to edit their own schedule can book or request time off.
Account Owners and Admins can book time off for other team members and approve their requests.
Managers with the add and approve time off for people they manage permission can manage time off for their direct reports.
Members with Can edit: Themself permission can book or request time off for themselves only.
Members with Can edit: No one permission can request time off for themselves only when time-off approvals are enabled. When time-off approvals are disabled, they can’t schedule time off for themselves.
Schedule time off
To book time off:
1) On the Schedule, click on the date you want to book
2) Navigate to the Time off tab
3) Set the duration
4) Select time off type
5) Click Create time off or Request time off (depending on your team's approval settings).
💡 Here's a tip: Use the repeat options to schedule recurring time off easily. Check out this article for more on repeating allocations, time off, and statuses.
Request time off
If time off approvals are enabled, you must request time off rather than create it directly. Your request is automatically sent to your assigned Manager (their name will appear in the time off menu). Once the request is approved or declined, you will be notified.
Learn more about time off approvals here.
Time off types
Under Time off, you will see the time off groups you belong to and the time off types available to you, along with their current balances. These are set and managed by the Account Owner and the Admins in Team settings > Time off. Learn more about time off settings here.
Once you select the time off type from the dropdown, a summary of the planned and remaining days will appear directly below the field. Remaining balances are calculated automatically based on your team’s time off settings.
Tentative time off
If your time off is still pending, you can set it as Tentative without impacting any of the scheduled allocations.
Tentative time off is displayed as a dotted outline on the Schedule.
📝Note: If your team does not have time off approvals enabled, click the Tentative box again to have it confirmed.
Notes
In the Notes field, you can add extra context for your time off and @mention team members to notify them.
Scheduling time off for multiple people
Depending on your access rights, you can assign time off to yourself only or book it for multiple people at once. Use the Assigned to dropdown to select individual team members. Click Select all to assign time off to an entire time off group.
Handling scheduling conflicts
Schedule time off over existing allocations
When scheduling time off against existing allocations, you’ll receive a conflict message outlining the impact of these changes.
Scheduling time off over a single-day allocation
If you schedule a full day of time off on a day with existing allocations, logged time, or partial time off, a Conflicts will be deleted message will appear. This alerts you that all scheduled tasks, time off, and logged time for that day will be permanently removed. Selecting OK confirms the deletion.
Scheduling time off over a multi-day allocation
If you schedule a full day of time off on a day that is part of a multi-day allocation, you’ll also need to acknowledge that the allocation for that specific day will be removed. Selecting OK on the Conflicts will be deleted screen will delete the allocation. However, if you later delete the time off, the multi-day allocation will be restored.
If you want to permanently remove the allocation for just that day, you’ll need to split the multi-day allocation first before scheduling time off.
Scheduling time off over archived allocations
Since archived projects in Float are read-only, changes (including removing allocations) are not allowed to preserve historical data. If you attempt to schedule time off over an archived allocation, you’ll see a Conflicts need to be resolved error message, preventing you from proceeding.
To resolve the conflict:
Activate the archived project.
Find the allocation on the Schedule and remove it.
For multi-day allocations, split them first to isolate the specific date(s) before removal.
Re-archive the project.
Once these steps are complete, you can book time off while maintaining historical data integrity.
Time off report
You can review team time off in the Time off tab of the People Report.
This is where you can check which time off types have been booked and review the summary of allowances, days taken, and hours scheduled.
Under each time off type, you can find the individual totals: the allowance, the days and hours booked, and the percentage of the total allowance currently scheduled.
📝Note: Detailed time off dates are currently not included in the reports, but you can still search for them on the Schedule.