Vacation (PTO)

/pto is the employee surface for requesting time off and seeing your balance. Approved vacation automatically reduces your weekly capacity on Team → Capacity, so managers see realistic availability.

How the balance works

Each year:

remaining = annual_vacation_days − approved_days_this_year − pending_days_this_year

• Entitled — your contract entitlement (default 20 days/year; admin/finance set per-employee).
• Used — sum of approved vacation days in the current calendar year.
• Pending — requests still awaiting a decision, whether that's a manager or an executive after escalation (held against your balance until decided).
• Remaining — what you can still request.

Workdays only — Mon–Fri. Weekends in your range don't count against the balance.

Request flow

1. Employee opens /pto, picks dates, optionally adds a reason, submits.
2. Manager sees the pending request at Team → Vacation approvals. Approves or rejects with a comment.
3. Approved vacation immediately reduces capacity in the affected weeks. Rejected requests go back to "Rejected" with the manager's comment visible to the employee.
4. Cancel — employees can cancel their own request for as long as it's still awaiting a decision, including after a manager escalated it to an executive. Once it's approved or rejected they can't.

Manager view

/team/pto-approvals (Team → Vacation approvals) — pending requests from your direct reports float to the top with employee, dept, dates, days, reason, and Approve/Reject buttons. Admins see the full company.

Capacity impact

Each cell on Team → Capacity now shows allocated / capacity where:

capacity = max(0, 40 − company_holiday_hours − approved_PTO_hours)

Approved PTO uses 8h/workday for the days that fall in that week. Tooltip on the cell breaks down the math.

Setting entitlement (admin or finance-flag holders)

/admin/employees/<id>/edit — the Annual vacation entitlement (days) field. Defaults to 20. Set:

• 0 for contractors (typically no PTO)
• 25 for senior staff
• Custom per contract

Existing approved/pending days roll forward — only new requests use the updated cap.

Limits

• Tier 1 only — company-wide holidays + per-employee approved vacation.
• No carryover-from-prior-year accounting yet.
• No accrual rate (e.g., "1.67 days per month") — just a yearly cap.
• No outlook-OOO sync yet (Tier 2, future).