Freshteam allows you to define your time-off policy in terms of ‘hours’ instead of ‘days’. This is useful if your company manages time-tracking in hours depending on the nature of your business or due to government compliances. 

Note: Currently, employees can apply for hourly time off from the web application only. We would soon be introducing this capability through our mobile application as well. 

Creating an hourly time-off policy

The first step in leveraging the hourly time-off capability is to set up an hourly time-off policy. Here are the steps:

  • Head to Settings Time Off Setup > Policy. You can either use an existing template or create a custom policy. 
  • Click on the 'New policy' button at the top right of the screen.
  • Click on the 'Create Custom Policy' button. 
  • Fill in the 'Policy Details' in the window that appears. 

  • Provide a name for the policy and choose ‘Hours’ as the time-off calculation method. 

  • Select the working hours in your company. This would be the standard against which your employees book their time off.

  • Select the Workweek, Holiday Calendar, the Policy Period, and the Start Date for the policy. 

You would notice that once you 'Hours' option in the above step, you will start seeing different Time-off Types in hours in the Time-off Rules section.

  • Enter the allotted time-off hours against each Time-off Type.

  • Setup different policy rules for Accrual, Balance, etc. by clicking on different tabs
  • Once that’s done, hit the 'Save' button at the top right. 

You would now be able to see this Policy in the list of active time-off policies 

Applying for hourly time-off

As an employee, you would be easily able to apply for time-off in hours, if you are mapped to an hourly time-off policy. 

Here are the steps: 

  • Click on Time-off > My Time-off from the left menu from your Dashboard.
  • Click on the 'Apply Timeoff' button at the top right corner of the screen. 

  • Fill in the details in the apply time-off window that appears. 

  • Select the time-off period by choosing the time-off dates. Based on the standard working hours of the company, the time-off period will be automatically converted to hours. For instance, if the standard working hours are 8 hours in your company, and if you take 3 days off, you are using 24 hours from the allotted time-off.

You can also plan for a partial day where you can apply for partial day time-off for the first or/and the last day of your time-off. 

  • Select the time-off type. Against each time-off type, you would be able to see your balance time-off in hours. 
  • Add other details like a time-off note or attach supporting documents (if required)
  • Click on the 'Apply Timeoff' button.


You can choose to notify your manager or team members of your unavailability and mark yourself as ‘Out of Office’. Freshteam will send an email to the stakeholders. You can also choose to decline the calendar invites in the applied time off hours.