Time Off Pro Absences and Balances Report

The Absence & balances report shows how much leave your team has taken, scheduled, and still has remaining over a selected period. It’s the reporting surface for the Time Off Pro module in Toggl 2.0.

Each row is one member × policy pair. Totals at the top summarize remaining balance, leave already taken, leave still scheduled, and an overall absence rate for the population the report covers.

Requires the Time Off Pro module (paid subscription or active trial). Available in Toggl 2.0 under Reports → Time off.

Overview

• Period-based: the report always runs over a date range. The default is the full current year (“This year”), but you can switch to any report period the Reports UI offers.
• Taken vs Scheduled: approved leave on or before today counts as Taken; approved leave after today, plus pending requests in the period, count as Scheduled.
• Remaining balance: leave still available at the end of the selected period (not “as of today”). For “This year”, that’s year-end remaining.
• Absence rate: share of the team’s weekday capacity used as approved leave in the period.
• In-product help: every totals card has an info popover that explains how the number is calculated — the same definitions are repeated below.

Use this report when you need a leave usage snapshot for capacity planning, payroll prep, or manager reviews — without exporting raw request data by hand.

Who can access it

The report is not available on Free Time Off (personal leave log only). The organization must have the Time Off Pro module enabled.

How to open the report

1. Open Toggl 2.0 and go to Reports.
2. Select the Time off tab.
3. Confirm the period at the top of Reports. Default is This year (full calendar year). Change it the same way you would on any other report.
4. Read the four totals cards, then scan or filter the table below.

If you don’t see the Time off tab or you land on an upsell, the organization doesn’t have Time Off Pro yet — or you don’t have permission to view leave management data.

What the totals mean

The four summary metrics at the top of the report:

Remaining balance

• What it is: Leave still available at the end of the selected period.
• How it’s counted: Accrued balance minus approved leave in that period — including approved days later in the range. For “This year”, that’s year-end remaining, not “as of today”.
• Not included: Pending requests. Unlimited policies.

Taken in period

• What it is: Approved leave that already falls in the selected period.
• How it’s counted: Only approved days that sit on or before today and inside the date range. Multi-day requests count only the days that overlap the period.
• Not included: Pending or rejected requests. Future approved days (those show under Scheduled).

Scheduled

• What it is: Leave still ahead in the selected period.
• How it’s counted: Pending requests in the range, plus approved days after today that still fall inside the period.
• Not included: Approved days on or before today (those are Taken). Rejected requests.

Absence rate

• What it is: Share of the team’s weekday capacity used as approved leave.
• Formula: Taken days ÷ (weekdays in period × members)
• Taken days — same as Taken in period (approved, in range, on or before today)
• Weekdays — Mon–Fri in the selected period
• Members — everyone the report covers, including people who took no leave and so have no table row. Filtering by member or balance narrows the population to those people.
• Not adjusted for: Public holidays or part-time hours.

Tip: open the i icon next to any total in the product for the same definitions without leaving the page.

Table columns

Rows are sorted by member name by default. Click a column header to sort. The table is paginated (10 rows per page).

Filters

• Member — narrow to one or more people.
• Policy — narrow to specific leave policies / categories.
• Team — scope the report to selected organization teams (up to 50 teams at once). Team membership is resolved on the server, so admins and team leads get the same rows for a given team, and the absence-rate population stays correct.
• Balance — comparison filter (is / greater than / less than / …) against the remaining balance column.

Member, policy, and balance filters apply on the loaded rows. The team filter reloads the report from the server so totals stay accurate for the covered population.

Export

1. Apply the period and filters you want first — export uses the currently filtered table and totals.
2. Choose Export CSV for a spreadsheet-friendly file, or Export PDF for a branded printable summary.

Exports are generated in the browser from the report data (there is no separate server export job). If an export fails, try again; a toast will surface the error.

Troubleshooting

I don’t see the Time off report / I only see an upsell

The organization needs an active Time Off Pro trial or subscription. An org admin can start a trial or subscribe from Time Off / billing. Personal free Time Off does not unlock this report.

I see the tab but get a no-access message

You need time-off management permission (the same capability used to manage leave for others). Ask an organization admin for access.

Remaining balance doesn’t match “what I have left today”

Balance is calculated at the end of the selected period, not as of today. For “This year”, approved leave later in the year already reduces the year-end remaining figure. Pending requests are not deducted from balance.

Scheduled seems higher than expected

Scheduled includes pending requests in the period as well as approved days after today. Rejected requests are excluded; approved days already past are under Taken.

Absence rate looks too high or too low

The denominator is weekdays × covered members, including people who took no leave (and may not appear as rows). It does not subtract public holidays or adjust for part-time hours. Filtering by team changes the covered population server-side; filtering by member or balance recalculates over the filtered set.

Team filter is missing some teams

Admins load every organization team (paged). If a page fails, the picker may be incomplete — reload the page. You can select at most 50 teams per report request.

Someone with leave doesn’t appear as a row

People with no leave activity and no finite balance row for a policy may not produce a row, but they still count in the absence-rate member population when they’re in scope. Check filters, period, and that the person is assigned to Time Off / the relevant policy.

CSV numbers look different from the UI

The CSV uses locale-independent decimals (dot separator, no grouping) so spreadsheets parse them cleanly. Absence rate is exported as a percentage number (e.g. 5.67 for 5.67%), matching the PDF semantics.