Time-Out Zone

One PTO balance everyone can trust

Employees see the formula behind their days, managers see the impact of every approval, admins see the whole company. Same number, three honest views.

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A formula, not a black box

Carried over + allocated + additional − used = remaining. Every employee sees exactly how their balance is built, and every card expands into the details.

Expiring days on radar

Carried days that are about to expire are flagged 30 days ahead, with the expiry date on the card. No silent forfeits.

Impact before the decision

Employees see the number after their request before they submit. Managers see before and after numbers before they approve.

Company-wide in one view

A people table with used versus allocated per person, utilization charts, and balance reports ready to export.

Three roles, one source of truth

Employee view

A dashboard formula strip with expandable cards, reset date, next accrual date, and expiry warnings for their own balance.

Manager view

Approval impact with safe, warning, and blocked signals, low and over balance chips in the queue, and read-only team profiles.

Admin view

Every employee's balance in a filterable table, utilization and distribution analytics, exportable reports, and a what-if simulator.

Every role reads the same stored balance. There is no separate spreadsheet to reconcile.

Employees

Your balance, explained

The dashboard shows the full equation: carried over + allocated + additional − used = remaining.

  • Each card expands: where carried days came from, when they expire, what tags add.
  • The reset date, the next accrual date, and days expiring soon sit right on top.
  • Before submitting a request, the balance impact is spelled out: after this request, 12.00 to 9.00 available.

Managers

Approve with the numbers in front of you

Every pending request shows an approval impact panel before you decide.

  • Remaining entitlement before and after approval, with safe, warning, and blocked signals.
  • Requests that would push someone low or over their balance are chipped in the queue.
  • Team members' balances are one click away, read-only, scoped to your teams.

Admins

The whole company, without the spreadsheet

Track employee time off across the company from one table.

  • Filter by department, team, location, or tag; every row shows used versus allocated.
  • Utilization and distribution charts show how leave is actually being used.
  • Balance snapshot and negative balance reports export to CSV, PDF, or Excel, and a simulator answers what-if questions without touching real data.

Accuracy

Numbers that hold up

Balances update the moment a request is submitted, approved, or denied, and accrual posts daily.

  • Submitting a request reserves the days instantly, so two requests can never spend the same day.
  • Balances are stored with six-decimal precision and recomputed automatically when policies or teams change.
  • Negative balances are allowed only where the policy permits borrowing, with the limit visible at approval time.

More resources

Feature

Carry-over policies

Feature

Reset cycles

Feature

Opening balances import

Ready to get started?

Give us a call. We'll walk through how your balances map onto one number everyone can trust.

Reset Cycles

Run every leave type on a calendar or anniversary cycle.

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Carry-Over

Decide what happens to unused days at cycle end.

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Frequently asked questions

What is a PTO balance?
A PTO balance is the number of paid time off days an employee has available: days granted plus days carried over, minus days already used or pending. In Time-Out Zone the balance is shown as a visible formula, so every employee can see exactly how their number is built.
How is a leave balance calculated?
Carried over days plus the allocated allotment plus any additional grants, minus used days, equals the remaining balance. How days are granted in the first place depends on the leave type's grant model: upfront, accrued daily, or both.
Can a PTO balance go negative?
Only if the policy allows borrowing. Time-Out Zone enforces the borrowing limit per policy and shows managers exactly when an approval would leave someone with a negative available balance.
How do employees check their PTO balance?
On their own dashboard. Each employee sees their remaining days, the formula behind them, the next accrual date, the reset date, and any carried days that are about to expire.
How do managers see balances when approving requests?
Directly inside the approval decision. Time-Out Zone shows the employee's entitlement before and after the approval, flags low and over balance requests in the queue, and marks each decision safe, warning, or blocked.