FAQs

Getting started with Day Off Planner

Getting started with Day Off Planner is very easy. Go to https://dayoffplanner.com to start a free trial and follow these little steps to log in or Register as a new company.

Register new company (admin)

Log in (employee)

Successfully logged in? Great! Now we will guide you through each feature one by one.

Admin Guide

Calendar/Dashboard

Once you are logged in you will land on the calendar page, which is your dashboard. You will get the following details here:

New Absence

This feature allows you to request a leave from admin. Only the admin is allowed to accept leave requests.

Admin can:

  • Accept or reject employee leave requests
  • Accept or reject his leaves
  • Set leaves to auto-approve

Click the “New absence” button to add a new leave, this feature works the same way for admin and employee.

In the popup select the leave type and date

Add comments and click on the “Create” button.

Days Available

Here you can see how many leave days are still available. Only the admin is allowed to allocate leave days for other employees and himself.

Follow these steps to set available days:

  • Go to Settings > Departments
  • Choose any department
  • In the allowance section, enter the number of leaves you want to allocate to a specific person.

Day off planner automatically calculates available days according to the starting and ending date of the year.

Follow these steps to set the starting and ending date of an admin or employee:

  • Go to Employees
  • Select any employee
  • Scroll down, here you will see an option to set starting and ending date of an employee
  • Enter the start and ending date and save the changes
Used leaves (Used so far)

Here you will see the leaves used so far by different leave categories, e.g. Sick leave, Company holiday.

To add more leave categories follow these simple steps:

  • Go to Settings > General settings
  • Scroll down and click Add new button in the Leave type section to add a New holiday category.
  • Click Save changes
Details

Here you can see the current supervisor, your department, and allowed leaves.

  • Supervisor

Here you can see 

  • Add New Supervisor

You can add a new supervisor just by following these steps

  • Go to Settings > Departments
  • Select any department you want
  • Click Add New Secondary Supervisor button
  • Select anyone you want and save changes
  • Change Supervisor
    • Go to Settings > Departments
    • Select any department you want
    • Click the manager dropdown and change the supervisor
    • Save changes
  • Department

It shows the current department of the employee or admin. Here’s how you can add a new department:

  • Go to Settings > Departments
  • Click Add new department button
  • Enter the department name and details
  • Save changes
  • Allowance

Allowed leaves will be calculated automatically according to the starting and ending date of the year. Here is how you can set the number of leaves you want to allow:

  • Go to Settings > Departments
  • Select any department you want
  • In the allowance section, set the number of leaves you want to set for the selected department.
  • Save changes
Holiday details

Here you can see the details you need to know about holidays.

Calendar

On the calendar, you can see your holiday bookings, we managed to add different colors for different leave types. Admin can also customize leave type colors in settings > General settings

All absences

Here you can see the record of your booked leaves. You can also check the leave status and details here. To see details, click on the leave date. You can click on the Revoke button to cancel your leave. Admin or supervisor will receive a request once you click on the revoke button.

Team view

Here you can see the team calendar with all planned holidays. You can filter months in the top bar. On the left side, there’s a drop-down where you can filter departments.

Here you can also add a new employee:

  • Click on the Add New Employee button at the bottom left of this page
  • In the drop-down click Add Single Employee or import a spreadsheet CSV file to add multiple employees.
  • Enter simple employee details
  • Save changes

You are ready to share generated Email and Password with the new employee.

Employees

On this page, you can see your staff status. You can filter staff by the department and add new employees.

To import the staff list download CSV at the bottom right.

Here’s how you can add a new employee:

  • Click on the Add New Employee button at the bottom left of this page
  • In the drop-down click Add Single Employee or import a spreadsheet CSV file to add multiple employees.
  • Enter simple employee details
  • Save changes

You are ready to share generated Email and Password with the new employee.

Individual employee details

Day Off Planner allows you to set individual employee details. Click on the employee name to view and set individual employee details.

General Details

Here you can see/change the basic information about the selected employee.

Schedule

Some employees do not work the whole week, you can set their schedule here. Just select the available days and save the changes.

Calendar

In calendars here you can see the holidays details and the whole year’s calendar which shows bank holidays or other holidays 

Absences

In Absences, it shows a detailed overview of current holidays remaining and used leaves from the current year. Admin can see allowance carried over the last year and add adjustment in current year holidays.

Admin can Revoke the leave request from here on the below page.

If an admin accidentally approves the leave request that he wanted to reject, here is how he can revoke this:
To Revoke a leave request, follow the following steps:

  • Go to Employee.
  • Select any employee which the admin wants to Revoke leave.

Click on Absence Scroll the page down for some, here you can see the Revoke button so click on the revoke button to revoke the leave request which admin approved mistakenly.

Feeds

Feeds allow you to share your Day off Planner data with external calendar providers such as Microsoft Outlook, Apple Calendar (iCal), or Google Calendar.

To export a particular feed into the default calendar application just click on the corresponding link.

Request

On this page, the admin can see staff leave requests of all departments. Admin can approve or reject leave requests of their staff from here. Admin is allowed to accept his leave requests or he can set it to auto-approve by following these steps:

  • Go to the dashboard and click on Employees.
  • Select any employee name from your desired department and choose an employee.
  • After selecting of name, just scroll down a little. Check the auto-approve leave request box and click on the Save Changes button.

By checking this box, leave requests will be approved automatically by the admin.

Settings

General Settings

General settings are the main settings area.

To see general settings go to Settings > General Settings

Here you will see the following sections:

  • Company
  • Leave Types
  • Bank Holidays
  • Danger Zone
Company

On the left, you can do the following things:

  • Change company name

Here you can enter and change the company name

  • Date format

Here you can change the date format

  • Carried over leaves

Here you can decide the number of days in employee allowance that are carried over to the next year.

  • Share absences between employees

If enabled all employees can see information about everybody’s absences regardless of departments

  • Hide Team View page for non-admin users

If the marked Team view page is shown only to admin users.

On the right, you will see:

  • Backup employees’ leave data

Click on the Download Backup button to save a local backup on your system

  • Calculate and carry over unused allowance

Click on Carried over allowance button to carry leaves from last year

  • Company week schedule

To set working days, in the right area of the page select your company working days and click on Save Schedule

Leave types

In the leave type area, the admin can add leave type for holidays. These leave types will be for employees. Users will be able to select a leave type while adding a new absence e.g. Sick leave, or maternity leave.

Follow the following steps to add a new leave type:

  • Scroll down, in the leave type area click on Add New
  • In the popup, Add the Leave type name
  • By checking the Auto Approve box, leave requests will be approved automatically by the admin.
  • Pick up the color to differentiate leave types on the Calendar/Team view pages.
  • Add leave limit for employees to set nominal allowance. These leaves will never conduct from nominal allowance if you uncheck the Use allowance
Bank Holidays

Click on the link mentioned in this section to go to the bank holidays page.

  • To add a new bank holiday go to the Bank Holidays pages
  • Click on Add New button, a drop-down will appear
  • Either click on Import default holidays or Add a new bank holiday, and a pop-up will appear.
  • Add a new holiday name and date
  • Click save changes
Danger Zone

Admin can delete company data with one click in this section. This action will not be inverted when the admin deletes a company. It is highly recommended to download the employee data leave data first.

Follow the following steps to delete the company data

  • Go to the dashboard and click on Settings > General Settings
  • Scroll down to the end of the page.
  • To delete the company click on the Delete Company Account button.

Add the company name in the popup you wish to delete and click on Delete Company Account.

Billing

Here you will see the billing info, you can proceed to payment here if you are new to Day off Planner.

Departments

Here you can see all the departments or add new departments for your company.

To add a new department, follow the following steps:

  • Go to the dashboard and click on Settings > Departments
  • Click on Add new Department.
  • A pop-up will appear, add the department name, days allowance, and supervisor name from employees.
  • To merge unused allowance into the next year’s allowance check the Accrued allowance box.
  • Now click on Create button.
Additional department Settings

Additional details of the department give additional settings to the admin. To set additional settings, follow the following steps:

  • Go to the dashboard and click on Settings > departments
  • Click on any department you want to edit
  • Change department name (if needed).
  • Click Add New Secondary Supervisor button to add a new supervisor (if needed).
  • Save changes
Change Supervisor
  • Go to the dashboard click on Settings > Departments
  • Select any department you want to change supervisor
  • Click on the manager dropdown and change the supervisor
  • Click on Save changes.

Bank Holiday

Bank holiday is a feature that allows the admin to add custom holidays and also imports default holidays for the current year and next year. Bank holidays also have a whole year calendar where users can see yearly bank holidays. Day Off Planner can fetch automatically your default country holidays. Admin can also add or remove custom holidays by simply adding dates and holiday names.

  • Go to Settings > Bank Holidays
  • To add a new bank holiday go to the Bank Holidays pages
  • Click on Add New button, a drop-down will appear
  • Either click on Import default holidays or Add a new bank holiday, and a pop-up will appear
  • Add a new holiday name and date
  • Click save changes

LDAP authentication

Day off Planner supports LDAP authentication for customers that want to integrate the application with the rest of their infrastructure. The obvious reason is to allow employees to reuse their Active directory credentials in Day off Planner.

This page allows you to set up the Day off Planner to communicate with a custom LDAP server.

To set up LDAP configuration:

  • Go to Settings > LDAP Configuration
  • Enter the required information
  • Click the Save LDAP Configuration button.

API Configuration

Day off Planner supports sharing Lixup’s data with other software via REST API.

Here is how you can Enable Integration API:

  • To enable integration check Enable Integration API
  • Copy the token to use your data on any third-party app
  • To regenerate the key, click on Regenerate Token
  • Save Integration API configuration

Reports

Day off Planner allows you to see and save auto-generated reports.

To see reports, Go to Settings > Reports

Here you will see the following:

  • Allowance usage by time
  • Employees leave
  • Email audit

You can also filter reports by dates and months. To export reports on a spreadsheet, click on the download CSV button.