Explore your Time off page – Personio

This article explains the Time off page in Personio. With this feature, you can:

Check your upcoming time off at a glance.
Understand how much time off you have left, without the need to contact HR.
Request time off.
See public holidays and non-working days.

Before you start

If you need more information on how to request time off, read our dedicated article.

Explore your personal Time off page

To access the Time off page, hover over your name in the bottom-left corner and click Time off. It includes all time off types assigned to you.

To jump to a specific month, click the calendar icon and select a year and month.
To filter out specific time off types from the calendar, hover over a time off type and click the eye icon.
To filter out substitution requests from the calendar, click the gear icon in the top-right corner.

The system saves your preferences for the next time you visit the page.

I can't see already approved requests in my Time off calendar

If you can't see any time off period in their calendar, you've likely filtered out specific types of time off. Check your calendar filter settings to resolve this:

Go to Time off & Attendance > Time off.
On the right, you'll see a list of the types of time off assigned to you.
If any of them is hidden, you'll see a crossed eye icon on the right of the time off name.
Click the crossed eye icon to show the time off periods of that type.

Explore the yearly list

On the Time off page, you can view your time off in a chronological list format. This includes time off that’s taken, planned, and pending.

To access this yearly list view:

Hover over your name in the bottom-left corner and click time off.
Click Month in the dropdown menu in the top-right corner and select Year.

Keep in mind:

The system sorts time off periods by start date for easy reference.
If a period spans multiple months, it appears only in the starting month.
Periods that cross into a new year also appear in January of the following year. This ensures the information remains visible.
Public holidays appear with a calendar icon.
Substitute requests appear with a switch icon and the avatar of the person you’re substituting.
Open-ended time off periods are clearly marked. They also appear visually distinct from other time off types in the monthly view.

Understand your time off balance

To the right of the Time off page, you can find Time off balances. This is your balance overview. Here, you can see a list of the time off types that you have access to. For example, "Paid vacation", "Sick days", "Parental leave", and so on.

Click on a time off type to open an overview window. This overview contains the following tabs:

Balance: Here, you can check your balance. For example, you can check how many days of paid vacation you have left. Learn more about the Balance tab in the section below.
Activity: This tab shows a detailed log of all activities affecting your current balance for the relevant time off type. It lists all changes, starting with the most recent period, which may be a future one if you’ve already added changes for it. Next to each closed period, you can see how many days or hours carried over into the following period. For example: 1 Jan–31 Dec 2025, Carryover to next period: 5 days. This is also included in the carryover figure shown in the Balance tab.
Policies: This tab shows a summary of all time off policies ever assigned to you.

Review the Balance tab

When you open the Balance tab of a specific time off type, you can:

View a breakdown of the underlying calculations and values.
Find red and green colors and +/- operators for better clarity.
Hover over the component name on the left side to see its definition. This helps you understand the impact on your balance.

The table below outlines the different components in the Balance tab. Depending on your organization’s settings, you may only see some of these components. You can expand some of them, like Granted to date, to inspect the balance in more detail.

While this information can help you understand your balance, each organization has different policies and settings. If you have questions about your balance or organization’s policies, contact your HR department or supervisor. To troubleshoot an incorrect balance, ask your Personio Administrator to follow the steps in this article.

Component	Description
Granted to date	The total time off granted so far in this period. It’s broken down into: Carryover: Time carried over from the previous period and still available in the current period. If you see a negative number, this means you've taken more days than were available in the previous period. This only appears if your organization activated the functionality. Your organization might also have enabled a carryover limit and an expiration date. Entitlement: Accumulated time off you can request, excluding carryover days. The amount can change based on how many hours you work and on any long-term leave periods.
Taken	Time already taken this period. It also indicates if you used time from your carryover.
Planned (approved)	Time off scheduled and approved for the current period. The number of days refers to the current period only. If you have time off approved for future periods, you’ll see a note that says, “Not including X days in future periods.” These future days don't impact your current remaining balance. Personio only deducts them from the next period's balance, either from your standard entitlement or from any carryover, if applicable. They are only deducted once the new period begins. For example, let’s say your new entitlement period begins on 1 January each year. If you plan to take five days of paid vacation in June next year, Personio won't deduct those days until January 1 next year.
Expired	Deducted from the remaining balance. Expand the section for details on when time off expired.
Remaining balance	Time off you can still request in the current period. Depending on your organization's carryover policies, you might be able to carry some unused time into the next period. Requests that are pending approval aren’t included. For daily time off, the system may show a rounded-down number for convenience. If you need the exact amount, hover over the words Remaining balance to see the precise figure. This is valid for carryover purposes.
Expiring days	A note under Remaining balance shows the number of days due to expire next. If you have more than one upcoming expiry date, hover over the information icon to see each date and how many days apply to it. If you have only one upcoming expiry date, the icon reminds you to take the time off before it expires.
Pending approval (not yet deducted)	Time off scheduled for the current period but not yet approved. This doesn’t impact the remaining balance until approved. It appears grayed out.

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