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Guide
Request time off
For every employee: see how many days you have, ask for time off, follow the answer, and cancel if your plans change.
Before you start
- You can sign in to Zonitix and see My WorkTime Off in the left menu.
- Your HR team has set up at least one type of time off. If not, the page tells you.
- Only you can ask for your own time off. Nobody else, not your manager and not HR, can enter a request in your name, so send it yourself before you go, or as soon as you can sign in again.
Check what you have
Step 1: Open Time Off
Go to My WorkTime Off. A tile for each type of time off shows what you have available. Below is the “Who’s out” calendar, then “My requests”.
Ask for time off
Step 2: Start a request
Click “Request time off” and pick the “Type”. If that type can be taken by the hour, two buttons appear: “Whole days” and “A few hours”.
Step 3: Whole days
Pick the “First and last day”. To take half a day at either end, tick “Half day on the first day” or “Half day on the last day”. For a single day the tick reads “Half a day”.
Step 4: A few hours
Pick the “Day” and “Starts at”, then a length under “How long”. “Rest of the day” runs to the end of your working day. “Other” shows an “Ends at” field for any other length.
Step 5: Check and send
The form shows how much this uses and what you will have left. Add a “Note for your manager (optional)” if it helps, and click “Send request”.
For some types your company needs no approval. The button then reads “Record time off” and the time off is recorded straight away.
Step 6: The same day every week
A request for one day, or for hours on one day, can be repeated. Tick “Repeat every (weekday) for” and choose the number of weeks. Each week is sent as its own request.
Afterwards
Step 7: Follow the answer
Your request appears under “My requests” as “Waiting for approval”. When your manager decides, it changes to “Approved”, or to declined with their reason under it.
Step 8: Cancel if plans change
Click “Cancel” on the request, then “Cancel time off”. You can cancel a request that is still waiting, or an approved one that has not started yet. The days go back to your balance.
What you should see
A green message: “Request sent to your manager.” or, where no approval is needed, “Time off recorded.”
Once approved, the tile for that type shows fewer days available, and you appear on the “Who’s out” calendar. Your colleagues see only that you are out, not the type.
If something goes wrong
- The Request time off button is greyed out, or "HR has not set up any type of time off yet."
- There is no type you can request yet. Ask your HR team.
- "Those dates contain no working days, so there is nothing to request."
- The dates you picked are all weekend days or public holidays on your calendar. Pick other dates.
- "You only have … available", or "Not enough … left"
- You asked for more than you have. Days in requests still waiting for an answer are already held back. Ask for fewer days, or speak to HR.
- "You already have time off requested for some of those days."
- The dates overlap a request that is waiting or approved. Cancel that one first, or pick other dates.
- "This time off has already started. Ask HR to change it."
- You cannot cancel time off once it has begun. Your HR team can.
- There is no Time Off entry in your menu
- Your company’s plan does not include it. Ask your manager how time off is requested.
Still stuck? See When something goes wrong, or Contact Zonitix support.