---
id: "time-off"
lang: "en"
title: "Time off"
summary: "Record holidays and sick days for each person and let the app keep count of what is taken, booked and left. Sick days are counted apart, never off the holiday allowance."
area: "Team & pay"
kind: "task"
url: "https://zeropos.shop/help/time-off"
alternate: "https://zeropos.shop/help/time-off?lang=es"
markdown: "https://zeropos.shop/help/md/en/time-off.md"
screens: ["/planning/time-off","/backoffice/settings/time-off"]
where_to_find: ["BACKOFFICE › Team › Time off","MANAGE › Settings › Time off"]
related: ["the-rota","users-and-roles","payroll"]
updated: "2026-09-30"
---

# Time off

Record holidays and sick days for each person and let the app keep count of what is taken, booked and left. Sick days are counted apart, never off the holiday allowance.

Time off is a record, not a request queue: someone who runs the team writes down what a person took or has booked, and nothing waits for approval.

Where to find it: BACKOFFICE › Team › Time off; MANAGE › Settings › Time off.

## Before you start

- Everyone can open **Time off** to see their own year. Recording and cancelling time off are for the owner, administrators, managers and Human Resources by default.
- The rules are set once in [MANAGE › Settings › Time off](https://app.zeropos.shop/backoffice/settings/time-off).
- Each person needs a record in [MANAGE › Users](https://app.zeropos.shop/backoffice/users): [Add someone to the team](https://zeropos.shop/help/users-and-roles).

## Steps

### Set the rules once

1. Open [MANAGE › Settings › Time off](https://app.zeropos.shop/backoffice/settings/time-off).
2. Choose **The leave year**, then **Count days as**: **Working days** or **Calendar days**.
3. Tick **Your working week** and set **Days a year, by default**.
4. Under **Unused days at year end**, pick **Are lost**, **Carry over, up to a limit** or **Carry over, then expire**.
5. Under **Days the shop is shut**, tap **Add a day** for each public holiday or day you close.

### Set each person's allowance

6. Open [MANAGE › Users](https://app.zeropos.shop/backoffice/users) and tap **Edit** on the person's row.
7. Open the **Time off** tab.
8. Fill in **Started on**, **Days a year** and **Carried over from last year**, then tap **Save changes**.
   - A first year is pro-rated from **Started on**. Leave **Days a year** on the shop default unless this person differs.

### Record time off

9. Open [BACKOFFICE › Team › Time off](https://app.zeropos.shop/planning/time-off) and tap **Record time off**.
10. Choose **Who** and **What kind**: **Holiday**, **Sick**, **Unpaid**, **Parental**, **Training** or **Other**.
11. Set the **First day** and **Last day**.
   - For a half day, set **From** or **To** to **Morning only** or **Afternoon only**.
12. For sickness, tick **A sick note was provided** when there is one. Only the fact is recorded, never the paper.
13. Tap **Record it**.

## What happens next

- The person's year recounts at once: **Allowance**, **Carried over**, **Taken**, **Booked** and **Left**, with **Sick days** and **Separate spells** beside them.
- **Build the rota** never puts anyone on a day they are away, and days the shop is shut cost nobody a day ([The rota](https://zeropos.shop/help/the-rota)).
- Nothing here changes anyone's pay. Time off is a record; you still log what you actually paid ([Team salary and payroll runs](https://zeropos.shop/help/payroll)).

## If you see this

- “**This overlaps time off already recorded for that person.**” — What to do: That person already has time off in those dates. If the earlier record is wrong, cancel it with **Cancel this record**, then record the right dates.
- “**The last day is before the first day.**” — What to do: Swap the dates so **First day** comes first.

## Good to know

- A record made by mistake is not deleted: **Cancel this record** keeps it on file but stops it counting.
- Every figure is recounted from the dates, so changing a rule in Settings recounts the whole year.

## Related guides

- [The rota](https://zeropos.shop/help/md/en/the-rota.md)
- [Add someone to the team](https://zeropos.shop/help/md/en/users-and-roles.md)
- [Team salary and payroll runs](https://zeropos.shop/help/md/en/payroll.md)