The Staff Time Off dashboard gives managers and admins a central place to review pending requests, track upcoming approved time off, and ensure shift coverage is in place before approving.
Approved time off is reflected automatically on the shift schedule.
This feature is only available on the Elevate Plan. Please contact your CSM or reach out to Support to upgrade your plan or enable this feature.
Permissions: To allow staff to request time off enable permissions through Settings → Permissions → Role → ✅ Submit time off.
How to configure Time Off Settings
Navigate to Staff → Time Off Settings (gear icon).
Policies
Minimum notice: minimum number of days staff must submit before the time off starts (e.g. 10 days)
Advance submission limit: how far ahead staff can submit, expressed as the current month plus a set number of additional months
Submission window: restricts submissions to specific days of the month (e.g. between the 1st and 5th)
Require reason: toggle on to make the reason field mandatory on all staff submissions
Types
Click the eye icon on each type to hide/show the time off types available for your team. When hidden, you'll see a gray "Hidden tag" next to the type.
Holiday
Sick
Paid
Other
Click Save for changes to take effect.
How to manage requests in the Time Off dashboard
Navigate to Staff → Time Off to open the Staff Time Off dashboard. The dashboard has three areas:
Open Requests: pending submissions that need a decision
Upcoming Time Off: approved time off sorted by date
Full list: all requests with sortable columns for name, type, dates and times, reason, submitted by, status, and actions
Use the search field to find a staff member by name, or apply the date range filter to narrow results.
Request Options
To approve a request: click the green checkmark next to the staff member's row. If the staff member has open or unresolved shifts during that period, you'll see an alert to arrange coverage before approving.
To decline a request: click the X icon. You'll be prompted to enter a decline reason, which the staff member will see when they view their request.
To modify a request: click the pencil icon. If you modify the date/time of an approved request, the request will revert back to a pending request.
To delete a request: click the trash can icon. This action cannot be undone.
Staff can see the approval or decline status, the reviewing manager's name, the decision timestamp, and — if declined — the reason provided.
How to export Time Off data
On the Staff Time Off page, click the download icon to export the list as a file. The export reflects the currently applied date range and any active filters.
How approved time off appears on the Shift Schedule
To easily view approved time off, toggle on Show unavailable in the Team Schedule.
Approved time off displays as an Approved Time Off block in the relevant staff member's row when grouped by Assignee. This prevents managers from assigning shifts to unavailable staff during schedule planning.
How to manage time off requests on mobile
Open the NetGym app → click the hamburger menu at the top left to open up your menu → Time Off → Team Time Off.
How to manage Time Off notifications
NetGym sends notifications to location managers at two points in the time off workflow, based on each manager's notification settings:
New request submitted: when a staff member submits a new time off request for your location
Request updated: when an existing request is approved or declined
Tapping Approve or decline request in any time off notification takes you directly to the Time Off page.
Reminder Notifications
If a request has not been responded to within 7 days, NetGym sends a reminder notification to the location manager. The reminder is sent at 9:00 AM in the manager's local timezone, 7 days after the request was submitted or last updated.
Reminder notifications follow your Updates notification setting — make sure this is enabled if you want to receive them.
Frequently Asked Questions
Can a manager submit time off on behalf of a staff member?
Can a manager submit time off on behalf of a staff member?
Yes. From Staff > Time Off, click + Add time off and select the staff member from the Staff dropdown in the form.
Will staff be notified when I approve or decline their request?
Will staff be notified when I approve or decline their request?
Yes. Staff receive a notification when their request is approved or declined. If declined, they can see the reason you entered, your name, and the timestamp of the decision in their My Time Off list.
Why can't a staff member submit a time off request?
Why can't a staff member submit a time off request?
Check your time off policy settings under Settings > Time Off Settings > Policies. A submission window or minimum notice requirement may be blocking the submission.
Looking for information on how staff members submit and see their time off requests? Click here.