New employee guide

10 min read By TimeOff Support

This guide helps employees get started with TimeOff.Management.

Use it to learn how to log in, check your leave allowance, request time off, cancel or revoke leave, connect your calendar, and use TimeOff on mobile.

Your exact screen may look slightly different. This depends on your company settings and permissions.

What this guide covers

Log in to TimeOff.Management
Use My Calendar
Request leave
Cancel or revoke leave
Connect TimeOff to Google or Outlook Calendar
Use TimeOff on mobile
Common questions

1. Log in to TimeOff.Management

When your employee profile is created, you will receive a welcome email.

This email usually includes a link to set your password.

Some companies also use single sign-on. This lets you sign in with Google or Microsoft instead of a TimeOff password.

Open your welcome email and follow the link to set your password.

Then log in using your email address and password.

If your company has enabled single sign-on, select the Google or Microsoft login option.

Your company decides which login method is available for your account.

Forgotten password

Use the password recovery option on the login page.

A reset email will only be sent if your email address is already registered in TimeOff.Management.

If you do not receive the reset email, check that you are using the same email address your admin used to create your account.

No welcome email

Check your spam or junk folder first.

If the email is not there, ask your manager or TimeOff admin to resend the welcome email.

Your company decides whether your account uses email and password, Google login, or Microsoft login.

If one login method is enabled for you, the other option may not be available.

By default, new accounts use email and password. Single sign-on is enabled per employee by your admin.

Admins can manage this under:

Employee Details → Login Type

After logging in, most employees start on My Calendar.

If your company has enabled it, you may also see Team View. Team View shows when colleagues are off. Access depends on your company permissions.

2. Use My Calendar

My Calendar is your personal leave screen.

It shows your own bookings, allowance, company dates, and request status.

You can use My Calendar to see:

your leave allowance
your remaining balance
your booked leave
pending and approved requests
bank holidays
company events
blackout periods

Your leave allowance

The allowance section shows your entitlement, booked days, and remaining balance.

Depending on your company settings, it may also include:

carried-over days from the previous year
manual adjustments made by your admin
pro-rata allowance if you started part-way through the year
extra allowance earned through overtime or other contributions

You may also see a separate view showing how your allowance has been used across different leave types.

Your leave requests

My Calendar also shows a list of your leave requests.

Each request may show:

dates
leave type
duration
comments
status
available actions

Request statuses may include Pending or Approved.

Pending leave is usually shown in orange.

Approved leave is shown using the colour set for that leave type.

This makes the calendar easier to scan.

Blackout periods

Blackout periods are dates selected by your admin when leave cannot usually be booked.

They may be used during busy periods, stocktakes, key projects, or other important business dates.

Blackouts are usually shown in grey and may include a comment explaining the reason.

If you need to book leave during a blackout period, speak to your manager or admin. They may be able to help if there is an agreed exception.

3. Request leave

You can request leave from My Calendar.

Use the New Absence button, or click directly on the date you want to book.

How to request leave

Open My Calendar.
Click New Absence, or click the calendar date you want to book.
Select the leave type.
Choose the date or date range.
Choose the duration.
Add a comment if needed.
Submit the request.

Leave types are set by your company.

Common examples include:

holiday
sick leave
unpaid leave
training
working from home
other company-defined leave types

Leave booking options

Single day

Use this when you need one full day, one morning, or one afternoon.

Morning and afternoon bookings are usually counted as half of the company standard day.

Multiple days

Use this when your leave covers more than one day.

Part-day

Some companies allow leave to be booked in hours or part-days.

This depends on your company settings and the leave type selected.

Before you submit

Check the dates, leave type, and amount carefully.

If you work part time or have a non-standard schedule, the amount deducted may depend on your work schedule and company settings.

After you submit

Your request appears on My Calendar.

Depending on company settings, it may stay as Pending until it is reviewed.

The approver is usually your direct manager or another person your company has set in TimeOff.Management.

You may receive an email when the request is approved or declined.

4. Cancel or revoke leave

You can manage your own requests from the leave list on My Calendar.

The action available depends on the request status.

Cancel a pending request

Use Cancel when your request has not been approved yet.

This removes the request from the approval process.

If Team View is available to you, you may also be able to cancel leave by clicking the leave request there.

Revoke an approved request

Use Revoke when your leave has already been approved.

Your manager may need to approve or reject the revocation.

Amend a request

If you need to change the dates, duration, or leave type, you may need to cancel or revoke the existing request and create a new one.

You can also ask your manager or admin to edit the leave request if your company allows this.

Cancel or revoke: what is the difference?

Cancel usually applies before leave is approved.

Revoke usually applies after leave is approved.

5. Connect TimeOff to Google or Outlook Calendar

TimeOff.Management can provide a personal calendar feed.

This lets your leave appear in external calendars such as Google Calendar or Outlook Calendar.

How to find your calendar feed

Open My Profile.
Go to Calendar Feeds.
Choose the feed you want.

Depending on your permissions, you may see:

My Calendar
My Team View
Custom Feed

Click Copy URL to copy the calendar feed link.

Add TimeOff to Google Calendar

Open Google Calendar.
Choose Other calendars.
Select From URL.

Paste your copied TimeOff calendar feed link.

Add the calendar.

Add TimeOff to Outlook Calendar

Open Outlook Calendar.
Choose Add calendar.

Select Subscribe from web.

Paste your copied TimeOff calendar feed link.
Import the calendar.

Keep your feed private

Your calendar feed link is unique to you.

It follows your TimeOff permissions and should not be shared with other people.

Why your external calendar may not update straight away

Google, Outlook, and other calendar apps control how often they refresh subscribed calendars.

If your leave does not appear straight away, wait for the next refresh.

You can also check that the feed URL is still subscribed in your calendar app.

6. Use TimeOff on mobile

TimeOff.Management works in your phone’s browser.

There is no app to install.

Every time you open TimeOff.Management on your mobile, you are using the latest version.

App address:

https://app.timeoff.management

Before you start

Before using TimeOff.Management on mobile:

Make sure you have received your TimeOff.Management invitation email.
Open the invitation email.

Follow the link to create your password.

Add TimeOff.Management to an iPhone or iPad

Use Safari for these steps.

Home screen shortcuts work best when created from Safari.

Open TimeOff.Management in Safari.
Go to the main TimeOff screen, such as My Calendar.
Tap the Share button.
Tap Add to Home Screen.
Tap Add in the top-right corner.

Some menu options may be hidden under the More icon.

Add TimeOff.Management to an Android phone or tablet

Use Chrome for these steps.

Open Chrome on your Android phone or tablet.
Go to https://app.timeoff.management.
Log in to your TimeOff.Management account.
Open the main TimeOff.Management screen.
Tap the More icon next to the address bar.
Tap Add to Home screen or Create shortcut.
Keep the default name, or rename the shortcut.
Tap Add.

Book leave on mobile

To book leave on mobile, tap the plus (+) icon in the bottom-right corner.

Then complete the leave request form.

If you have access to Team View, open it from the menu in the top-left corner.

Approvers may also be able to manage pending requests from mobile.

Mobile troubleshooting

I cannot see “Add to Home Screen” on iPhone or iPad

Make sure you are using Safari.

This option may not appear correctly in other browsers.

I cannot see “Add to Home screen” on Android

Make sure you are using Chrome.

Also check that you are on the main TimeOff.Management screen and not inside a pop-up window.

I forgot my password

Go to the TimeOff.Management login page and use the Forgot password link.

I have a new phone

Repeat the mobile setup steps on your new device.

7. Common questions

Why can I not see a leave type?

Your company may restrict which leave types each employee can request.

Ask your manager or admin if you think a leave type is missing.

Why does logging in create a new company instead of opening my existing one?

Make sure you use the login method set up by your admin.

Also check that you are using the company email address registered on your employee account.

If you are not sure, ask your admin to resend your invite.

Why is my booking still pending?

Some requests need approval before they are confirmed.

This is usually done by your manager or another approver set by your company.

Why can I not book partial days or hours?

Partial-day and hourly bookings depend on company settings and the leave type selected.

If you cannot see this option, your company may not have enabled it.

Why does my allowance look different from what I expected?

Allowance can depend on:

company rules
start date
work schedule
carried-over leave
manual adjustments
approved leave
pending requests

Ask your manager or admin to check your profile if something does not look right.

Why can I not see Team View?

Your company may only show Team View to certain employees, managers, departments, or locations.

If you need access, speak to your manager or admin.

Why is my external calendar not updating straight away?

Google, Outlook, and other calendar apps control how often they refresh subscribed calendar feeds.

Wait for the next refresh.

Then check that your TimeOff calendar feed is still subscribed.

Can I turn off weekly emails?

Yes.

Go to:

My Profile → Communications

Then disable the weekly emails you do not want to receive.

Need help?

If something does not look right in your account, contact your manager or company TimeOff admin.

They can check your:

permissions
leave types
work schedule
allowance
calendar access
approval settings