Time Off Reports - Shifton Help

Review time-off records across your organization, broken down by type, with paid and unpaid day and hour totals.

What Is This?

The Time Off Reports provide a summary of all time-off requests that have been approved (or are pending) within a given period. The report breaks down each employee’s time off by type (vacation, sick leave, personal day, etc.) and shows the split between paid and unpaid days and hours. This is essential for tracking leave balances, auditing compliance with leave policies, and preparing payroll adjustments.

Prerequisites

#	Prerequisite	Details
1	Time-off feature active	Time-off types must be configured in your company settings.
2	Time-off requests exist	Employees must have submitted and had time-off requests approved.
3	Manager, Admin, or Owner role	Full access to the report requires elevated permissions.

Step-by-Step Instructions

Accessing the Report

Step	Action	Expected Result
1	Navigate to Reports from the left sidebar.	The Reports page opens.
2	Select Time Off Reports from the report list.	The report loads with filters and the data table.

Applying Filters

Filter	Type	Description
Date range	Date picker	Select the period to analyze time-off records.
Marks	Multi-select	Filter by custom marks/tags assigned to employees.
Position	Dropdown	Filter by employee position.
By type	Dropdown	Filter by specific time-off type (vacation, sick leave, etc.).

Step	Action	Expected Result
1	Set the desired date range and any additional filters.	Filters are configured.
2	Click Apply Filter.	The table updates to show matching time-off records.

Reading the Report Table

Column	Description
Name	Employee’s full name.
Time off type	The category of time off (e.g., Vacation, Sick leave, Personal day).
Period	The start and end dates of the time-off period.
Paid days	Number of paid leave days within this record.
Unpaid days	Number of unpaid leave days within this record.
Paid hours	Total paid leave hours.
Unpaid hours	Total unpaid leave hours.

Access Permissions

Role	View Report	Export Report	See All Employees
Employee	Own data only	No	No
Manager	All	Yes	Yes
Admin	All	Yes	Yes
Owner	All	Yes	Yes

FAQ

Q1: Does this report include pending (unapproved) time-off requests?
The report primarily shows approved time off. Pending requests may appear depending on your company’s configuration. Check with your administrator.

Q2: How do I see only vacation records?
Use the By type filter and select Vacation. Click Apply Filter to display only vacation-related records.

Q3: What is the difference between paid days and paid hours?
Paid days represent the count of full or partial leave days marked as paid. Paid hours show the actual number of hours those days translate to, which can vary based on the employee’s standard workday length.

Q4: Can I export this report for payroll processing?
Yes. Click the Export button to download the data. The exported file includes all visible columns and can be used for payroll calculations.

Possible Issues and Solutions

Issue	Possible Cause	Solution
Report shows no data	No time-off requests exist for the selected period, or filters are too restrictive.	Broaden the date range or reset filters.
A time-off type is missing from the “By type” filter	That type has not been configured in company settings.	Add the time-off type in Settings > Time Off Types.
Paid/unpaid split seems incorrect	The time-off type may be configured differently than expected.	Review the paid/unpaid settings for each time-off type in company settings.
Employee’s time off is not showing	The request may not have been approved yet.	Check the employee’s pending requests and approve if appropriate.
Hours do not match expected values	The employee’s standard workday length may differ from assumptions.	Verify the employee’s work schedule and how hours are calculated for partial days.