Availability Settings: Time Off, Work Hours, and Public Holidays

Your availability settings tell Toggl when you’re actually able to work. Getting these right means the Timeline reflects realistic capacity for you and your team — so no one ends up overbooked on a day they’re in meetings, on holiday, or not scheduled to work.

Manage your own availability under Settings → Availability, where Work Hours, Time Off, and Public Holidays sit on one page. You can also open Time off in the sidebar to log time off, see Who’s out this week, and jump to the holiday calendar.

Organization admins can set work hours and time off for other people from the Members page, for one person at a time or for several members at once.

Setting your work hours

Work hours define the hours you’re available each day. This shapes how capacity is calculated on the Timeline — for example, if you work six hours on Fridays, tasks planned for that day are planned against six hours, not eight.

Your work hours also decide which days the 5 Days calendar view shows. If Sunday is one of your working days and Friday isn't, the 5 Days view shows Sunday to Thursday. Otherwise, it shows Monday to Friday.

1. Open Settings.
2. Go to Availability.
3. Find Working hours.
4. Set your Total weekly hours.
5. Choose a schedule type.

The three schedule types are:

• No schedule — no working time restrictions applied
• 8hrs (default) — a preset 8-hour workday, Monday to Friday
• Custom schedule — set your own hours for each day of the week

Show a Sunday to Thursday work week

If your work week runs Sunday to Thursday, set it up in your work hours. Changing Start week on won't do it.

1. Open Settings → Availability.
2. Under Working hours, choose Custom schedule.
3. Add hours for Sunday to Thursday and leave Friday and Saturday empty.
4. Save. The 5 Days view switches to Sunday to Thursday straight away.

With no schedule or the default 8-hour schedule, weekends aren’t counted as work days. If you need weekends included in capacity calculations, use a custom schedule.

With No schedule, the 8hrs default, or only a weekly total, the 5 Days view stays Monday to Friday.

To turn work hours off, go back to Working hours and select No schedule.

Set work hours for a team member

Organization admins can set work hours on someone else’s behalf.

1. Open Members.
2. Click the name of the team member.
3. Scroll to Working hours.
4. Set the Weekly total hours.
5. Set per-day availability if you need it.

The member's per-day schedule also sets their 5 Days calendar view. For example, a Sunday to Thursday schedule makes it show Sunday to Thursday.

Set work hours for several members at once

1. Open Members.
2. Tick the checkbox next to each member. Tip: filter by Team first to select a whole team.
3. In the bulk action bar, click Set working hours.
4. Enter a weekly total, or hours per day from Monday to Sunday.
5. Click Update [N] members.

This replaces the selected members’ current working hours. You can update up to 100 members at a time. You need the Manage working hours permission. Setting hours per day needs a paid plan. On the Free plan, you can set only the weekly total.

See Bulk actions on the Members page for more.

Managing time off

Adding time off removes you from available capacity during that period. Your teammates and manager see you as unavailable on the Timeline.

Logging and viewing your own time off is included on all paid plans. Policies, approvals, balances, types, and team-wide request management need Time Off Pro.

Add your own time off

From Time off in the sidebar:

1. Open Time off.
2. On Overview, click Log time off (or Request time off if Time Off Pro is on).
3. Select the dates.
4. Click Add time off.

From Settings:

1. Open Settings.
2. Go to Availability and find Time Off.
3. Click New time off.
4. Select a start and end date.
5. Click Add time off.

Dates already covered by an entry are grayed out — time off can’t overlap. The list shows your entries from the start of this year through the end of next year.

With Time Off Pro, Settings → Availability → Time Off shows a Request time off button instead, which opens the Time Off page.

On Overview you’ll also see Who’s out this week and a View holiday calendar link to the next public holiday.

Remove a time off entry

1. Open Settings → Availability → Time Off, or open the entry under Time off.
2. Click the three-dot menu next to the entry.
3. Select Delete.

Add time off for a team member

Organization admins can log time off for someone else — useful when a person is already away, or when leave was agreed offline and never entered.

From the member’s page

1. Open Members.
2. Click the name of the team member.
3. Scroll to Upcoming time off.
4. Click Add time off.
5. Pick the dates. The dialog shows how many days you’ve selected.
6. Click Add time off.

You can pick any date from January 1 of the current year up to one year from today, so leave that already happened this year can be backfilled.

On an organization with Time Off Pro, this Add time off button on the member page still adds a plain date-based entry. It does not apply a time-off type or policy, draw down the member’s balance, or notify them. Use the Time off column in the Members table (or Log member time off on the Time Off page) for the Time Off Pro flow.

From the Members table

The Members table has a Time off column showing how many days each person has taken and has booked for the current calendar year. The column is visible to people who can manage time off. Show or hide it from the column menu at the right of the header row.

1. Open Members.
2. Find the member’s row.
3. Click their Time off cell.
4. Pick the dates.
5. Click Add time off.

Without Time Off Pro, the member is not notified. Tell them yourself, or they’ll see it on their own calendar. With Time Off Pro, logging leave from this column uses the Time Off Pro dialog (type, amount, note) and sends the member an email and an in-app notification.

Change or remove time off you added

Time off entries can be removed but not edited. To change the dates, delete the entry and add it again.

1. Open Members and click the member’s name.
2. Scroll to Upcoming time off.
3. Click the three-dot menu next to the entry.
4. Select Delete.

Members can also delete those entries themselves, from Settings → Availability → Time Off.

On an organization with Time Off Pro, this list can also show time off requested through the module. Leave those requests alone — the member cancels them from Your time off. Deleting a module request permanently removes an approved request and the balance it drew down.

Public holidays

Public holidays come from your organization’s Holiday calendar. Organization admins choose whether members use the country saved in their profile or one country for everyone. Holidays reduce available capacity, but they do not create Time Off entries or require a request. Members can review the dates they observe under Profile Settings → Availability. See Organizational Holiday Calendar.