Time Off

Leave management in Hopshift covers the full cycle: you configure leave types and entitlements once at the group level, employees submit requests through the self-service portal, managers or admins approve or deny them, and balances update automatically. Approved leave flows directly into the shift schedule calendar and into payroll calculations, so what you approve here affects what gets paid and what shows as covered on the roster.

How Leave is Organized

Leave in Hopshift is structured around three levels:

Leave types are defined once at the Group level and are shared by all companies within the group. Individual allocations are per-employee per-year.

Leave Types

Leave types define the categories of time off available in your organization. The Thai defaults are:

Viewing Leave Types

Go to Leave Management in the group sidebar, click Settings (top right) and open Leave types and rules to see all configured leave types. For each type you can see:

• Name (English, Thai, Chinese)
• Entitlement per policy (start days, yearly increase, maximum)
• Whether carry-over is allowed, and the cap
• After how many days a supporting document is required
• Eligibility (months of service before the type can be used)

Adding a Custom Leave Type

Your group may need leave types beyond the defaults (e.g. "Study Leave", "Bereavement Leave"):

1. Go to Leave Management > Settings > Leave types and rules.
2. Click Add leave type.
3. Fill in the Code and Name (English, Thai, Chinese), then choose the reset type, counting method (working or calendar days) and pay type (paid, half-paid or unpaid). Optionally set when a document is required.
4. Click Save, then click the new row's cells to set the entitlement per policy.

The new leave type is immediately available for allocation to employees. See Leave Policies for the full set of fields.

Leave Balances

Each employee has a balance per leave type for the current leave year. The balance is calculated as:

Available = Allocated + Carry-Over + Manual Adjustments - Days Taken

Viewing an Employee's Balances

1. Go to Employees and open the employee's profile.
2. Click Leave (under the Leave & performance group).
3. You'll see a year-by-year table for each leave type:

The Current Balance line shows the live figure. To see everyone at once, open Leave Management > Balances: one row per employee (with company and department) and one cell per leave type; hover a cell for Used and Allocated.

Manually Adjusting a Balance

Admins can add or subtract days from an employee's leave balance (e.g. to correct an error or grant exceptional leave):

1. Go to Leave Management > Balances (pick a company in the filter to narrow the list).
2. Click the employee's cell for the relevant leave type. To adjust several employees at once, tick them and click Adjust balance in the bar that appears.
3. Enter the adjustment amount:
   • Positive number to add days (e.g. +2)
   • Negative number to deduct days (e.g. -1)
4. Enter a reason for the adjustment (stored in the audit trail).
5. Click Save.

To change the allocated days themselves, open the employee profile's Leave page and click Edit Allocation.

Annual Leave Reset

Leave balances reset at the start of the leave year. For most companies this is January 1. Balances carry over based on your group's carry-over policy set in Leave Management > Settings > Leave types and rules.

Leave Requests

Employees submit leave requests through the employee portal. Requests flow through an approval process before the leave is counted against the balance.

Request States

Who Can Approve

• The employee's manager (set on the employee profile), plus anyone in the employee's approver pool. Any one approver in the pool can act.
• Group admins can always approve, across all companies.

Approving or Denying a Request

1. Go to Approvals > Leave (the tab shows a count of what is waiting). Managers can do the same from the Approvals screen in the mobile app.
2. Each pending request shows the employee, company, leave type, dates, number of days and the reason they gave.
3. Under each request is the employee's balance left for every leave type they have, with the type being requested first and highlighted: for example Annual leave: 5.5 of 12 left · Sick leave: 28 of 30 left.
4. Click Approve or Deny. You can add a note; a note on a denial is shown to the employee.
5. Confirm.

To approve several at once, tick the requests; the bar at the top shows how many are selected with Approve, Deny and Clear.

Approving with Insufficient Balance

If an employee requests more days than their available balance, Hopshift will show a warning. You can still approve the request: this puts the balance into negative. Use this when granting leave in advance of future accrual or as an exceptional case.

Submitting Leave on Behalf of an Employee

Admins can record leave for employees who forgot to submit it themselves:

1. Go to Leave Management > Requests.
2. Click Submit on behalf. The dialog is titled "Submit leave on behalf of an employee".
3. Select the employee.
4. Fill in the leave type, dates, and any notes.
5. Click Submit and approve.

The Leave Calendar

On Leave Management > Requests, click the Calendar tab (the other tabs are Pending, Approved and Denied) to see a visual overview of team leave; use the company filter to narrow it to one company.

The calendar shows:

• Approved leave blocks for all active employees
• Public holidays
• Which employees are off on any given day

This view is useful for managers planning shift coverage: you can quickly see if there is a period where too many employees are off simultaneously.

Minimum Staffing Conflicts

Public Holidays

Public holidays appear on the leave calendar and schedule calendar. For leave types counted in working days, they do not count against an employee's leave balance.

Viewing and Adding Public Holidays

Go to Leave Management > Public Holidays to see the current list. Click Add Thailand 2026 Holidays to load the official Thai list for the year, or Add Holiday to add a single date (e.g. a company anniversary or a local event): enter the date and name and click Save.

Public holidays are configured once for the whole group and apply to every company in it.

Leave History

Every leave request (approved, denied, or cancelled) is stored in the employee's leave history. To view it:

1. Open the employee profile and click Leave.
2. Each year's table lists the requests taken, with dates, type and status.
3. Use Add Historical Leave to record leave taken before the employee was on Hopshift.

Across the group, the Requests tab's Approved and Denied views list all past requests. To export balances for all employees, click Export on Leave Management > Balances; it downloads an Excel file.

Leave and Payroll

Leave records feed directly into payroll calculations:

• Paid leave (Annual, Sick, Personal, etc.): Employee receives full pay; the days are counted as paid working days in the payroll run.
• Unpaid leave: Deducted from the employee's pay. The number of unpaid days is visible in the payroll run detail.

Notifications

When a leave request changes state, Hopshift sends notifications:

Admins can see their notifications on the company Notifications page in the sidebar.