Team
Time off, leave balances, and good-faith estimates
Approved time off is a hard Auto-Fill constraint. PTO, sick, and carer’s leave consume an append-only balance. Good-faith estimates live on the person.
Time off is a date range on a person, approved by a manager. Approved time off is a hard Auto-Fill constraint — they will not be scheduled on those days, at any location.
Balances are not a number you type on the employee. They live in an append-only leave ledger, the same lesson as the fair-workweek change ledger: a running total that can be edited away is not a system of record.
Kinds
| Kind | Blocks Auto-Fill | Consumes balance |
|---|---|---|
| Paid time off | Yes | Yes |
| Sick / personal | Yes | Yes |
| Carer's leave | Yes | Yes |
| Compassionate | Yes | No |
| Parental | Yes | No |
| Unpaid leave | Yes | No |
Accrual policy (hours per period, caps) is set by an admin under Settings.
Approve a request
Staff request time off from My shifts. Managers see it:
- On the Dashboard inbox
- On Team, on that person
Approve or decline. An approval for an accruable kind writes a taken row on the ledger. Declining writes nothing to the balance.
Adjust a balance
On the person in Team, managers can post an adjustment (grant or clawback). Adjustments are ledger rows, not edits of history. Do not delete old taken rows to "fix" a week — post an adjustment and a note.
Good-faith estimates
Some jurisdictions want a written estimate of hours. On the employee:
- Median hours
- On-call flag
- Optional note
Sofia can suggest a median from recent history. The issued date is preserved unless you change the estimate itself. A stale estimate is flagged; it is still your document, not a filing Sofia sends to a regulator.
Leave and the roster
If you approve time off after the week is published, the existing shifts are still assigned until you move them. Auto-Fill will not add them on those days. Re-run Auto-Fill only on remaining opens, or reassign by hand, and watch predictability pay if the week is already posted.