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Manage Time Off Requests, Balances, and Calendar

goLance Support
Updated

The Time Off section gives goLance clients one place to review contractor time off requests, approve or deny requests, manage payments, adjust available balances, and view upcoming time off on a calendar.

From the Time Off menu, you can access:

  • Requests – Review and manage time off requests.
  • Balances – View and adjust contractor time off balances.
  • Calendar – Review scheduled and pending time off across a calendar.

How Do I Access Time Off?

  1. Sign in to your goLance client account.
  2. Select Time Off from the left-side menu.
  3. Choose Requests, Balances, or Calendar.

What Can I Review on the Time Off Requests Page?

The Requests page organizes time off requests into three sections:

  • Pending
  • Not Paid
  • History

Depending on the section, the table can display information such as:

  • Contractor
  • Contract
  • Time off category
  • Policy
  • Requested dates
  • Time requested
  • Available balance
  • Request status

You may need to scroll horizontally to view all available columns and actions.

What Are Pending Time Off Requests?

The Pending section contains requests that are waiting for approval or denial.

Open the three-dot menu beside a request to:

  • View Details
  • Approve Request
  • Deny Request

What Can I See in Request Details?

Select View Details to open the full request.

The request panel includes information such as:

Request Details

  • Policy
  • Requested dates
  • Time requested
  • Time off balance
  • Reason for the request

Contract Details

  • Contract type
  • Contract status
  • Contract start date

The Activity tab shows activity associated with the request, such as when it was submitted and the reason provided.

Pending requests can also be approved or denied directly from this panel.

How Do I Approve a Time Off Request?

  1. Open the request's three-dot menu.
  2. Select Approve Request.
  3. Review the contractor, contract, hourly rate, dates, requested time, and current balance.
  4. Complete the payment information when applicable.
  5. Add an optional comment.
  6. Select Approve Time Off.

When payment information is required, goLance provides a reference calculation based on the contractor's:

  • Hourly rate
  • Requested time
  • Hours per day

You can use the calculated amount or enter the payment amount manually.

The applicable goLance fees and final billable amount are displayed before approval.

You can also enter a Planned Payment Date. This date is for reference only. The payment must still be initiated separately.

What Does “Mark as Paid” Mean?

The approval window includes a Mark as Paid option.

Enable it when the time off:

  • Has already been paid, or
  • Is planned to be paid outside the normal goLance payment flow

When Mark as Paid is enabled, the payment calculation and amount fields are removed.

You can then add a comment if needed and approve the request.

How Do I Deny a Time Off Request?

  1. Open the request's three-dot menu or details panel.
  2. Select Deny Request.
  3. Review the contractor, contract, requested dates, time, and available balance.
  4. Add an optional comment.
  5. Select Deny Time Off.

Comments can contain up to 500 characters.

What Are Not Paid Requests?

The Not Paid section contains approved time off requests that still require payment.

These requests may show:

  • Approved
  • Not Paid
  • Planned payment date

The three-dot menu can include:

  • View Details
  • Pay for Time Off Request
  • Cancel Request

What Information Appears on a Not Paid Request?

The request details panel includes the usual request and contract information, plus a Payment Details section.

This can show:

  • Amount to be paid
  • Payment status
  • Payment date

The payment amount and payment date may include edit icons.

A Pay button is also available from the details panel.

How Do I Pay an Individual Time Off Request?

  1. Open the request's three-dot menu.
  2. Select Pay for Time Off Request.
  3. Review the planned payment date and request details.
  4. Review or edit the payment amount.
  5. Select Next.
  6. Review the payment summary.
  7. Confirm the company you are paying on behalf of.
  8. Review the payment method and final billable amount.
  9. Select the authorization checkbox.
  10. Select Pay.

The Pay button remains unavailable until the authorization checkbox is selected.

The payment screen also displays any applicable security period and the expected date when the contractor should receive the funds.

How Do I Edit the Payment Amount?

Select the pencil icon beside the payment amount.

In Edit Amount:

  1. Enter the amount to be paid.
  2. Review the applicable goLance fee.
  3. Review the final billable amount.
  4. Select Save.

How Do I Cancel an Approved Request Before Payment?

  1. Open the request's three-dot menu.
  2. Select Cancel Request.
  3. Review the contractor, contract, dates, requested time, and balance.
  4. Add an optional comment.
  5. Select Cancel Time Off.

Comments can contain up to 500 characters.

What Can I Review in History?

The History section contains processed time off requests.

Depending on the request, you may see statuses such as:

  • Approved / Paid
  • Approved / Unpaid Time Off
  • Denied

Paid and denied requests generally include View Details.

Approved unpaid requests may also include Cancel Request.

If more entries are available, select View More at the bottom of the section.

Can I Customize the Requests Tables?

Yes.

Each request section includes a pencil icon in the table header.

Select it to open Customize Your Table.

You can:

  • Show or hide columns
  • Select all available columns
  • Drag columns to change their order
  • Save your preferred layout

Available columns may vary between Pending, Not Paid, and History.

Can I Filter Time Off Requests?

Yes.

Select Filters at the top of the Requests page to narrow the displayed information.

For example, you may be able to filter requests by Client.

Available filters can vary based on your account and the information available.

How Do I Export Time Off Requests to CSV?

Select Export to CSV.

In the Export Time Off Requests window:

  1. Select the Request Date Range.
  2. Choose how requests should match the selected range:
    • Start Date Within Range
    • End Date Within Range
    • Any Overlap With Range
    • Fully Inside Range
  3. Select Export.

Choose Show More Filters for additional options such as:

  • Client
  • Team
  • Contractor
  • Request status
  • Policy
  • Contract status

Can I Pay Multiple Time Off Requests at Once?

Yes.

Select Pay for Time Off at the top of the Requests page to process multiple approved requests in one transaction.

goLance charges the selected payment method once for the combined billable amount and distributes the approved payments to the selected contractors.

How Do I Make a Batch Time Off Payment?

  1. Select Pay for Time Off.
  2. Choose the company making the payment.
  3. Select Next.
  4. Review the available approved requests.

Requests are grouped by Planned Payment Date. Expand a date to view the requests included.

For each request, you can review:

  • Contractor
  • Contract
  • Time off dates
  • Time requested
  • Payment amount

Select individual requests or an entire group.

The total updates as requests are selected.

You can also select the pencil icon beside an amount to edit it.

  1. Select Next.
  2. Review the Batch Summary, including:
    • Number of recipients
    • Base amount
    • goLance client fee
    • Final billable amount
  3. Confirm the company you are paying on behalf of.
  4. Review the payment method and available balance.
  5. Select the authorization checkbox.
  6. Select Pay.

The Pay button becomes available only after authorization is selected.

What Is the Time Off Balances Page?

The Balances page gives you an overview of each contractor's available time off.

The table can include:

  • Contractor
  • Contract name
  • Time off policy
  • Approved time off
  • Pending time off
  • Current balance
  • Unit type
  • Next reset date

Use the pagination controls at the bottom to move through additional contractors.

How Do I Add to a Contractor’s Time Off Balance?

  1. Open the contractor's three-dot menu.
  2. Select Add Balance.
  3. Review the contractor, contract, and current balance.
  4. Enter the Additional Balance.
  5. Confirm the unit.
  6. Add an optional comment.
  7. Review the calculated new balance.
  8. Select Add Balance.

The updated balance becomes available for the contractor to use when submitting future requests.

How Do I Reduce a Contractor’s Time Off Balance?

  1. Open the contractor's three-dot menu.
  2. Select Reduce Balance.
  3. Review the current balance.
  4. Enter the amount to reduce.
  5. Confirm the unit.
  6. Enter a comment.
  7. Review the calculated new balance.
  8. Select Reduce Balance.

A comment is required when reducing a contractor's balance.

Can I Customize the Balances Table?

Yes.

Select the pencil icon in the table header.

You can show, hide, or reorder columns such as:

  • Contractor
  • Contract Name
  • Time Off Policy
  • Approved
  • Pending
  • Balance
  • Unit Type
  • Next Reset Date

Select Save when finished.

Can I Filter Time Off Balances?

Yes.

The Balances page can be filtered by:

  • Contractor
  • Policy

The Contractor filter includes a searchable contractor list, while the Policy filter allows you to select one or more policies.

What Is the Time Off Calendar?

The Calendar provides a visual overview of contractor time off.

Contractors appear on the left side, while their requests are displayed across the corresponding dates.

You can:

  • Search for contractors
  • Switch between Month and Week views
  • Navigate between calendar periods
  • Apply filters
  • Export time off information to CSV

Can I Open a Request Directly From the Calendar?

Yes.

Select a time off entry on the calendar to open the same Time Off Request panel available from the Requests page.

The available actions depend on the request's status.

For example:

  • A Pending request can be approved or denied.
  • An Approved but Not Paid request can display payment information and a Pay option.

The Activity tab is also available from the request panel.

How Can I Filter the Time Off Calendar?

Calendar filters can include:

  • Contractor
  • Client
  • Contract Status
  • Request Status
  • Category
  • Teams

Contract Status options can include:

  • Open
  • Disputing
  • Paused
  • Feedback Pending
  • Closed

Request Status can include:

  • Approved
  • Pending

Category options can include:

  • Vacation
  • Sick Leave
  • Paid Day Off
  • Unpaid Day Off

You can combine multiple filters to narrow the calendar to the information you need.

Can I Export the Time Off Calendar?

Yes.

Select Export to CSV from the Calendar.

This opens the same Export Time Off Requests window available from the Requests page.

Choose:

  • Request date range
  • Date matching rule
  • Any additional filters

Additional filters can include client, team, contractor, request status, policy, and contract status.

Need Help? We hope this guide was helpful! If you have questions or need additional assistance, please contact our support team through the goLance chatbot. Our team is happy to provide further guidance.

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