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Time off removes hours from a member’s capacity and, for types that count toward the norm, fills their norm as if worked. Balances track what each member has earned and used. Every balance is kept in hours, so part-time and full-time members follow the same rules.

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Time-off types

Admins and HR manage types under Log → Time-Off → Settings. Each type has these settings: Pike ships with these types. Rename them or add your own.

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Request time off

Members request time off under Log → Time-Off → Overview: pick the type, the dates, and Full day or Part of day.
  • Full day deducts the member’s scheduled hours on each day in the range. A day with no scheduled hours, such as Friday for a four-day part-timer, deducts nothing.
  • Part of day deducts the hours entered, up to the scheduled hours that day. Capacity drops by those hours only.
  • Public holidays inside the range deduct nothing, since they are already off.
Pending and approved requests reduce capacity in planning views. Only approved time off counts toward the norm and goes to payroll.

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Public holidays

Each member follows one holiday calendar. Set up calendars under Log → Time-Off → Settings → Holidays, either from a country preset or by adding dates. Assign a calendar per team, or override it on the member’s contract. A public holiday on a scheduled day removes that day’s hours from capacity and from the norm. Work on a public holiday is overtime when the member’s working time policy says so. See Weekend and holiday work.

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Balances

A balance is earned hours minus used hours. Log → Time-Off → Overview shows each balance in the type’s unit, with earned, used, planned, and expiring amounts.

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Days and hours for part-time members

For day-based types, Pike converts between days and hours with the member’s average scheduled day: Average day = capacity per week ÷ scheduled days per week A week off costs each member exactly one week of their own schedule. The four-day part-timer uses four days for a full week, since Friday is not scheduled. When a contract changes mid-year, earned hours before the change keep their old value and new accrual uses the new average day.

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Accrual

Set accrual per balance type on a time-off policy under Log → Time-Off → Settings → Policies. Assign a policy per team or on the member’s contract. Monthly accrual is pro-rated for members who join or leave mid-month, by working days in the month. A member on unpaid leave for a full month earns nothing that month. Pike includes a Danish holiday act preset: vacation accrues 2.08 days per month from 1 September, stays usable until 31 December the following year, and 5 extra holidays are granted on 1 January. Edit the preset to match a collective agreement.

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Time off in lieu

The time off in lieu balance is credited from overtime when the compensation is time off in lieu, including the supplement. It is used when members take time off of the Time off in lieu type. It never expires by default and cannot go negative unless the policy allows an advance.

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Adjust a balance

HR can add or subtract hours on any balance from the member’s profile, with a reason. Adjustments show in the balance history and are included in the next pay period’s pay lines where they affect pay.

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Balances owned by a payroll system

When a connected payroll system keeps the official vacation balance, Pike reads it back after each pay run and shows it as the member’s balance for that type. Requests made in Pike still deduct right away, so members see what they have left before the next pay run. Danløn works this way for vacation and extra holidays.

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Permissions

Members request time off and see their own balances. Managers approve requests for their team. Admins and HR manage types, policies, holiday calendars, and balance adjustments.