Recording absences
Vacation, sickness and other absences are recorded where the work is recorded — by the day or by the hour, across a whole date range if you like. Afterwards the calendar shows them as a band, and the reports add the days taken up per reason.
Step by step
- 01
Enable absence tracking
Settings → Workspace → General: switch on “Absence tracking” (admin/owner). Only then do the type switch in the entry form, the bands in the calendar and the absence tiles in the reports appear. Switch it off again later and those elements disappear — the absences already recorded are kept and come back as soon as you switch it on again.
- 02
Switch to “Absence”
When creating an entry, switch the type from “Work” to “Absence”. Customer, project and task then fall away — an absence belongs to no project and is never billable. You can still add a note; it appears wherever the entry is listed.
- 03
Pick a reason
The choices are Vacation, Sick and Other. The reason can be changed later; whether an absence is full-day or hourly, however, is fixed when it is created and is only shown, never edited, afterwards.
- 04
Full day or by the hour
A full day marks the day as a whole, with no hour figure — iXTime deliberately does not convert a vacation day into hours. An hourly absence is recorded like a manual entry with from–to or a duration, for a doctor’s appointment in the afternoon, say.
- 05
Several days at once
For a full-day absence you give an end date, and iXTime stores one entry per day. The end date is preset to the start date, so a single day needs no extra input. If a weekend falls inside the range you are asked whether to skip it — “skip” is preselected, and the resulting number of days is shown. An hourly absence covers one day only.
- 06
Review the days taken
Open Reports, choose the period (the year, for instance) and set the member or group in the filter: the absence tile adds up per reason — full days as days, hourly absence as hours, never blended into one figure.
In the calendar
A full-day absence sits as a band across its day, an hourly one as a block within it. Both are drawn dashed and in one constant tone — project colours are freely chosen, so an extra colour could not reliably mark something as an absence. Clicking the day opens the absence to view, change or delete it, rather than starting a new entry. Contiguous vacation days with the same reason are recognised as a block again: you edit or delete them as one absence, and you are told beforehand how many days that affects.
In the reports
Overview and detailed reports carry their own absence tile, grouped by reason and in the unit that is actually known (“Vacation 3 days · Doctor 3.0 h”). In the timesheet, absence forms its own block below the project rows — one row per reason, with a tinted cell per day and a total like “2 days + 3 h”. In the working-time report, a day spent fully absent carries its reason as the label instead of computing work and break time; an hourly absence sits next to the time worked and does not count as a break.
What absence does not change
Absence enters no worked-hours, billable, cost, margin or utilisation figure: the same report returns identical values with and without absence entries. A timer cannot be resumed from an absence — only work is resumed. In every other respect an absence behaves like any other entry: the period lock applies, every change goes into the change history, and who may see it follows the same visibility rules (own / group / all). The working-time report itself is available on desktop; the calendar, the entry form and the overview’s absence tile are on the phone just as they are there.
Does iXTime keep leave entitlements and approvals?
iXTime records the absences and vacation days that were taken. Leave entitlements and an approval process are not currently kept.
I don’t see a switch to “Absence” — why?
Absence tracking is switched on per workspace and is off by default. An admin or owner enables it under Settings → Workspace → General.
Why can’t I record anything on a vacation day?
A full-day absence owns the day: no other entry can be created and no timer started on it. The same applies the other way round — a full-day absence cannot be placed on a day that already has entries. If you need both on one day, record the absence by the hour.
Can I turn an absence into a work entry?
No. Whether an entry is work or absence, and whether it is full-day, is fixed when it is created. Delete it and create it again — that keeps the change history unambiguous. The reason of an absence, on the other hand, can be changed at any time.
How do I delete a multi-day vacation?
From any day of the block. iXTime recognises contiguous days with the same reason as one absence and names the period and the number of days affected before deleting.
Are public holidays handled automatically?
No. iXTime has no public-holiday calendar. When you enter a date range it only asks whether weekends should be skipped.