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PTO Request Drawer

The PTO Request Drawer lets managers submit time-off requests on behalf of technicians. It shows the technician's available hours at a glance and calculates the total hours needed based on the dates you select.

note

This feature requires PTO Management to be enabled for your company, and your role needs permission to create PTO requests. If you do not see the Request Time Off button on the technician's profile, contact your administrator.

Who Can Access This​

RoleCan Submit RequestsCan Approve / Deny
AdministratorYesYes
OfficeYesYes
SalesYesYes
HR AdminYesYes
Payroll AdminYesYes
TechnicianYes (own requests)No

Nobody can approve or deny their own request, whatever their role.

Request time off for a technician​

To request time off for a technician, open their profile and click Request Time Off.

  1. Go to Office > Technicians.
  2. Click the ⋮ quick-actions menu on the technician's row or card and select View Full Details to open their profile.
  3. In the left navigation, under Time & Attendance, select Time Off Requests.
  4. Click Request Time Off.

To request time off for one day, select Schedule & Attendance instead, click Add + on that day in the calendar, and select Request time off. The drawer opens with that date filled in.

warning

Request time off appears under Add + only on days the technician is scheduled, today or later, and only when your role can create PTO requests. Otherwise, Add + opens Add schedule instead.

The drawer opens with the technician's name in the title and their current PTO balance loaded automatically.

Available Balance​

A balance card at the top of the drawer shows:

  • PTO Available — Hours of paid time off the technician can use
  • Pending — Hours already used by requests that have not been approved yet (shown below the available total when greater than zero)
  • Sick Available — Hours of sick leave available, shown only when your company tracks sick time separately from PTO

Review these numbers before submitting to avoid over-requesting.

Filling Out the Request​

PTO Type​

Select the type of time off:

TypeDescription
Paid Time OffDeducts from the technician's accrued PTO hours
Unpaid Time OffDoes not deduct from any balance
Sick LeaveDeducts from the technician's sick leave balance (when enabled)

Date Range​

Select a Start Date and an End Date. Both fields are required. The end date must be on or after the start date.

Full Day vs. Partial Day​

The Full day(s) checkbox is checked by default. This assumes 8 hours per day for the selected date range.

Uncheck Full day(s) to enter specific hours:

  • Start Time — When the absence starts
  • End Time — When the absence ends

Partial day mode is typically used for doctor appointments or late arrivals.

Total Hours​

Once you select start and end dates, a Total Hours summary appears. This is calculated automatically:

  • Full day: number of days × 8 hours
  • Partial day: end time minus start time

Review this figure against the available balance before submitting.

Reason​

The Reason field is optional. Use it to add context that helps the approving manager understand the request — for example, a planned vacation, family commitment, or recurring appointment. Once the request is submitted, the reason is visible only to users with the HR Admin add-on and to the technician who made the request.

Submitting the Request​

Click Submit Request to send the request. The request status is set to Pending until a manager approves or denies it.

Click Cancel to close the drawer without submitting.

After Submission​

Submitted requests appear in:

  • The Review Requests queue — accessible from the toolbar at Office > Technicians when pending requests exist
  • The technician's Time & Attendance tab in their full profile

Managers with approve/deny permissions can open a pending request from either location to approve or deny it.

Tips​

  • Submit early — Submit requests as soon as you know about an absence so the schedule can be adjusted before routes are built.
  • Check the balance first — The available hours shown in the balance card may differ from what a technician expects if they have pending requests still awaiting approval. Review pending hours carefully.
  • Use Unpaid for new hires — New technicians who have not yet accrued PTO can use Unpaid Time Off rather than going negative on their balance.
  • Partial day requests — For appointments that affect only part of a shift, uncheck Full day(s) and enter exact times to minimize the balance impact.

Troubleshooting​

What you seeSolution
Request Time Off button is missing from the technician's profileThe PTO Management feature may be disabled for your company, or your role may not have permission to create PTO requests. Contact your administrator.
Balance shows "Unable to load balance"The system could not load time-off data for this technician. Refresh the page and try again.
Submit Request button stays disabledBoth a start date and end date are required before the button enables.
Request does not appear after submissionRefresh the page. The pending requests queue updates automatically, but a manual refresh ensures the latest state is shown.