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Time Off

Time off is how SOPHIE knows someone is away. Book it on Team › Schedule and that person stops getting recurring tasks for those days, the grid shows them as out, and anyone you name as a fill-in picks up their work for the dates you choose.

Time off is booked straight away, with no request or approval step. In most practices a manager books it, but anyone can book their own.

Add time off​

  1. Go to Team › Schedule.
  2. Click Add time off.
  3. Under Who, choose the person. If you can only book your own time off, this is already set to you.
  4. Set From and To. For a single day, use the same date for both.
  5. Optionally add a Reason (optional), for example "Vacation".
  6. Choose a Fill-in (see below), or leave it as No fill-in.
  7. Click Add time off.

The person's squares change to Time off for those dates, with who is covering underneath ("Covered by Ana").

Choose fill-ins​

A fill-in is the person who covers for someone while they're away. For the booked dates, SOPHIE treats the fill-in as holding the absent person's roles, so the recurring work for those roles reaches them.

  • One person covers all roles (the default): pick one person, and they cover every role the absent person holds.
  • Per role: if the absent person holds more than one role, switch to Per role and pick a different fill-in for each role, or No fill-in for a role nobody needs to cover. Switching to Per role starts every role on the person you'd already picked, so you only change the ones that differ.

What the fill-in takes on​

Once you pick a fill-in, choose What the fill-in takes on:

  • Recurring tasks only: they get the recurring Standard tasks for those roles on the booked days. The absent person's own to-dos stay with them.
  • Everything while they're out: on top of the recurring tasks, the absent person's open to-dos, and any open tasks due during the time off, move to the fill-in. Use this for longer absences such as leave or disability. Items that belong to the person rather than the work never move: acknowledging they've read a Standard, mentions of them, and their own support conversations. Work with no matching fill-in stays with the absent person.

How fill-ins get the work​

  • On the covered days, the work lands on the fill-in's My Day alongside their own, because SOPHIE treats them as holding the absent person's roles for those dates.
  • A role the fill-in already holds adds nothing. They already get those tasks, so they won't see duplicates.
  • Only recurring Standards bring tasks. An "as needed" Standard puts nothing on anyone's list, so there's nothing to inherit.
  • When the time off begins, each fill-in gets a summary to-do, titled like "You're covering for Dana, Nov 3–14". It lists the roles they're covering, the recurring Standards those roles bring, and (for Everything while they're out) the to-dos and tasks that moved to them. If you book time off that has already started, the hand-over happens right away.

When a fill-in isn't working​

A fill-in only covers on days they work themselves. If the fill-in you choose is off, on time off, or at a closed location on a day the absent person would have worked, the dialog warns you before you save. For example: "Ana isn't working 2 of these days. A fill-in only covers on days they work, so nobody picks up Dana's tasks then."

Each of those days is listed with the reason: not a day they work, they have time off, their location is closed for a holiday, or their location is closed. Where you're allowed to, a Schedule Ana 8:00 AM – 5:00 PM button sits beside the day. Click it to add a one-off working day for the fill-in, at the absent person's location and hours. The warning updates as you go. If you can't schedule the fill-in yourself, choose someone else or ask a manager.

View or cancel time off​

  1. On Team › Schedule, click a Time off square.
  2. A window shows the dates, the reason, who is covering, and whether it's Recurring tasks only or Everything handed over.
  3. To cancel, click Cancel time off, then Yes, cancel it.

Cancelling removes the booking and all its days off. The person goes straight back to their usual week.

Good to know​

  • Anyone can book their own time off. Booking time off for someone else takes Edit team schedules.
  • Cancelling takes the Change booked time off permission, even for your own booking. Without it, the time off window says "Cancelling time off takes the Time off permission." This keeps a booked absence from quietly disappearing.
  • One booking covers up to a year. For longer, add another booking.
  • Time off wins over everything. On a booked day the person isn't working, whatever their usual week or a one-off day says. See how SOPHIE decides.
  • Every booking and cancellation is recorded in the person's schedule History and in the practice audit log.