Time Off

People manages the full time off lifecycle — employee requests, manager approvals, balance tracking, and automatic accrual — for every leave type your MSP offers.

Leave Types

Type	Description
Vacation	Standard PTO — accrued over time
Sick	Sick days — accrued or set balance depending on policy
Personal	Personal days for errands, appointments, or personal matters
Bereavement	Bereavement leave for family loss
Jury Duty	Required jury or court attendance
Parental	Maternity or paternity leave
Unpaid	Unpaid personal leave
Comp Time	Compensatory time earned from overtime
Other	Catch-all for other approved absences

Accrual

PTO accrual runs automatically every day at 1 AM UTC. Each employee's accrual rate is configured on their record:

1. Open the employee record
2. Go to the Compensation tab
3. Under Time Off Policy, set:
   • Accrual rate per pay period (e.g., 1.54 hours per week for 10 days/year)
   • Maximum accrual cap
   • Carryover limit (how many hours carry into the next year)
   • Each leave type can have independent accrual settings

ℹ️Accrual starts from the employee's Start Date. If you backfill an employee record, manually adjust their opening balance to account for any time already accrued.

Viewing Balances

Navigate to Time Off and click the Balances tab to see all employee balances:

Column	Description
Accrued	Total hours accrued to date (including carryover)
Used	Hours consumed by approved requests this year
Pending	Hours in submitted but not yet approved requests
Available	Accrued − Used − Pending
Carried Over	Hours carried forward from prior year

Submitting a Time Off Request

ℹ️Employees can also submit time off requests themselves via the employee portal at portal.theonepeople.app.

To submit on behalf of an employee (HR or Manager):

1. Navigate to Time Off
2. Click New Request
3. Select the Employee
4. Select the Leave Type
5. Set Start Date and End Date
6. Enter the Hours (or let People calculate from dates)
7. Add an optional Reason
8. Click Submit

The request is created in Pending status.

Approving and Denying Requests

Pending requests appear in Time Off with status Pending.

To Approve

1. Find the request (filter by status: Pending)
2. Click the request row
3. Click Approve

The request moves to Approved status. The employee is notified by email. The hours are deducted from their available balance.

To Deny

1. Find the request
2. Click Deny
3. Enter a Denial Reason — this is shown to the employee
4. Click Confirm

The employee is notified by email with the denial reason. Their balance is unchanged.

💡If you are a manager, you can only approve/deny time off for your direct reports. HR Staff and above can approve for any employee.

Cancelling a Request

An employee or HR can cancel a request that is pending or approved:

1. Find the request
2. Click Cancel
3. Confirm

If the request was approved, the hours are returned to the employee's available balance.

Time Off Calendar

From Time Off, click the Calendar tab to see a monthly view of all approved and pending time off across the team. This helps you spot coverage gaps before approving requests.

PSA also pulls this calendar for dispatch scheduling — see Integrations.

Year-End Carryover

At the start of each year, People calculates carryover based on each employee's policy:

• Hours up to the carryover limit roll forward
• Hours above the limit are forfeited
• The new year's balance starts with carryover + new accrual

ℹ️Year-end carryover runs automatically. If your carryover policy changes, update the employee record before December 31st.

Time Off Reports

Navigate to Reports > Time Off to see:

• Time off utilization by type (vacation, sick, etc.)
• Total hours taken per employee per year
• Pending and approved requests by department
• Employees with unusually low utilization (burnout risk indicator)
• Status breakdown: pending/approved/denied/cancelled