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Overview

Knowlix Time Off centralizes all leave management in one place. Employees request time off, track their balances, and view their leave history. Managers allocate leave entitlements, approve or reject requests, and monitor team availability. HR administrators configure leave types, accrual plans, and public holidays. Key features:
  • Multiple leave type configuration with custom approval workflows
  • Accrual plans for earned leave (vacation, PTO)
  • Allocation management for employees, teams, and the whole company
  • Public holiday calendars by country or region
  • Real-time balance tracking per employee
  • Approval workflow with configurable required approvers
  • Integration with payroll work entries

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Access Rights

All Knowlix users can view their personal time off records and submit requests. Access to manage other employees’ leave, run reports, and modify configurations requires the Time Off Officer or Administrator role assigned in the user’s access rights. Approvers are assigned per employee on the Work Information tab of the employee record. Approvers can only view and approve leave for employees they are assigned to.

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Time Off Types

Time off types define the categories of leave available to employees (vacation, sick leave, parental leave, etc.) and the rules governing each type. Navigate to Time Off > Configuration > Time Off Types to manage leave categories. Knowlix includes preconfigured types: Paid Time Off, Sick Time Off, Unpaid, Compensatory Days, and Extra Hours.

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Creating a Time Off Type

Click New and fill in the type name. Configure the following sections: Time Off Requests:
  • Approval - who must approve requests for this leave type:
    • No Validation - requests auto-approve immediately
    • By Time Off Officer - the designated leave officer approves
    • By Employee’s Approver - the employee’s assigned approver approves
    • By Employee’s Approver and Time Off Officer - both must approve
Allocation Requests:
  • Requires Allocation - select Yes if employees must have a balance allocated before requesting, or No Limit if requests are unlimited without allocation
  • Employee Requests - if allocation is required, choose whether employees can request extra days beyond their allocation
  • Approval - separate approval workflow for allocation requests (same options as above)
Configuration:
  • Notified Time Off Officer - the user responsible for this leave type
  • Take Time Off In - format: Day, Half Day, or Hours
  • Deduct Extra Hours - when enabled, any overtime hours are used first before the leave balance is consumed
  • Public Holiday Included - automatically substitutes public holidays within a leave request rather than consuming the employee’s personal balance
  • Allow Supporting Documents - employees can upload documentation with requests (useful for medical leave)
  • Kind of Time Off - Worked Time (counts toward accruals) or Absence (does not count)
  • Company - limit this type to a specific company in multi-company setups
Negative Cap: Enable Allow Negative Cap to let employees request more leave than they currently have. Set the Maximum Excess Amount to limit how far negative their balance can go. Payroll Integration: Link a Work Entry Type to create corresponding entries in the Payroll module when this leave is approved. Display: Choose a Color and Cover Image for visual identification on the Time Off dashboard.

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Accrual Plans

Accrual plans define how employees earn leave over time. Instead of receiving a fixed allocation upfront, employees accumulate leave incrementally as they work. Navigate to Time Off > Configuration > Accrual Plans and click New. Accrual plan fields:
  • Name - descriptive label (e.g., “Standard PTO Accrual”, “Senior Employee Plan”)
  • Accrued Gain Time - whether time is credited at the start or end of each accrual period
  • Carry-Over Time - when unused time rolls over: January 1, on allocation date, or a custom date
  • Based on Worked Time - when enabled, accrual only counts working days, not absences or non-working days
  • Milestone Transition - when multiple milestones are configured, whether employees advance immediately or at the end of the current period

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Accrual Rules (Milestones)

Each accrual plan requires at least one rule defining the earning rate. Click New Milestone to add a rule. Rule fields:
  • Employee Accrues - the amount (days or hours) earned per period. Set the frequency: Hourly, Daily, Weekly, Twice a month, Monthly, Twice a year, or Yearly
  • Cap Accrued Time - maximum total balance this milestone can build to
  • Start Accruing - waiting period before earnings begin (useful for probationary periods)
  • Carry Over - what happens to unused balance at year end:
    • None (reset to zero)
    • All accrued time carried over
    • Maximum carry-over amount (excess is forfeited)
Multiple milestones support tenure-based accrual increases (e.g., employees earn more vacation per year after 3 years of service).

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Allocations

Allocations distribute leave entitlements to employees. An allocation creates a balance an employee can draw from when requesting leave. Navigate to Time Off > Managers > Allocations and click New to create an allocation. Allocation form fields:
  • Time Off Type - the leave category being allocated
  • Allocation Mode - allocate to an individual Employee, a Department, or the entire Company
  • Allocation Type - Fixed (one-time grant) or Accrual Plan (ongoing accrual)
  • Validity Period - the date range during which this allocation can be used
  • Number of Days - for fixed allocations, the amount being granted
  • Accrual Plan - for accrual allocations, link to the appropriate plan
After filling in details, click Confirm to submit for approval, or Validate directly if you have the necessary rights.

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Batch Allocations

To allocate leave to multiple employees at once, use the allocation form with Department or Company mode. This creates individual allocation records for each employee in the selected group.

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Time Off Requests

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Submitting a Request (Employee View)

Navigate to Time Off > My Time Off > New Time Off Request. Select:
  • Time Off Type - the leave category
  • Start Date and End Date
  • Optional: description or supporting documents if the type allows attachments
Click Confirm to submit. The request enters the approval workflow based on the type’s configuration. From the calendar view: In Time Off > My Time Off > Overview, click and drag on dates to create a request for that range.

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Approving Requests (Manager View)

Navigate to Time Off > Managers > Approvals to see all pending requests. For each request, review the details and choose:
  • Approve - grants the time off and deducts from the employee’s balance
  • Refuse - rejects the request and notifies the employee
  • Reset to Draft - returns the request to draft status for editing
Approved requests appear on the team calendar and are visible in the attendance overview.

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Public Holidays

Configure public holidays to automatically exclude them from leave consumption calculations. Navigate to Time Off > Configuration > Public Holidays and click New to add a holiday. Holiday fields:
  • Name - the holiday name
  • Date - the holiday date (or date range for multi-day events)
  • Work Hours - the work schedule this holiday applies to (leave blank for all)
  • Company - limit to a specific company or leave blank for all
When an employee submits a leave request spanning a public holiday and the time off type has Public Holiday Included enabled, the holiday day is automatically excluded from their leave balance deduction.

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Team Calendar and Overview

Navigate to Time Off > Overview to see a visual calendar of all approved leave requests across the organization or filtered by department, employee, or leave type. Managers can quickly see upcoming coverage gaps, high-leave periods, and plan team capacity accordingly. Filters available:
  • By department
  • By employee
  • By leave type
  • By status (pending, approved, refused)
  • By date range

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Reporting

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Leave Analysis

Navigate to Time Off > Reporting > Leave Analysis to see leave usage across the organization by type, employee, department, and time period. Switch between graph, list, and pivot views. Group results by employee, department, leave type, or month for different analysis perspectives. Useful for HR reviews: identifying employees with high sick leave usage, departments with coverage gaps during peak periods, or leave type popularity trends.

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Allocation Analysis

Navigate to Time Off > Reporting > Allocation Analysis to see all allocations by type, employee, and validity period. Identify employees with unused balances or those approaching negative balances.

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By Employee

Navigate to Time Off > Reporting > By Employee for a quick view of each employee’s current leave balances across all types.

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Best Practices

Create distinct leave types for each category rather than using one general type. This enables accurate payroll coding and meaningful reporting. Set appropriate approval workflows per type: auto-approval for routine requests (sick days), single approval for common leave, dual approval for extended leave. Review accrual plan rules annually to ensure they match your HR policy. Send allocation confirmations to employees at the start of each year so they know their entitlements. Use the team overview calendar to identify coverage gaps before approving leave. Your Knowlix: “Show me all pending time off requests” or “Which employees have the most vacation days remaining?” or “How many sick days have been taken this quarter?” or “Allocate 15 days of vacation to all employees in the Sales department” or “Who is on leave next week?”