Viindoo apps demo handbook
Part IV. Time off
This part answers the question: how many days off does each person get, how many approval steps does a leave request go through, and where can managers see the leave calendar and the remaining days? HR staff follow the lesson on setup and the lesson on requesting leave. Department heads and the director read the lesson on the leave calendar and reports. The data is sample data of the fictional company "Công ty Cổ phần Giải pháp Minh An".
The part has three lessons: one on setting up time off types and allocating leave, one on creating a leave request and reaching the approval step, one on viewing the leave calendar and the report of days off. The demo account has the right to manage Time Off but is not linked to any employee and is not anyone's manager, so some default lists filtered by "My Team" are empty; the steps below always state which filter label to remove. All screenshots in this part were taken on 09/11/2026. The screenshots of the new request and the new allocation were taken with the form filled in but not saved; the approval screenshots were taken on existing requests. The English screenshots show the same records as the Vietnamese ones, so a few typed values (descriptions, the duration text next to the dates, log notes) appear as they were typed, and the dates on screen use the month/day/year format.
Lesson 11. Set up time off types and allocate leave
About 10 minutes. By the end of this lesson your company can read the 7 time off types, knows how many approval levels the "Paid Time Off" type has and whether it requires an allocation, can read the 82 leave allocation lines, and has seen the form for adding a new allocation.
Log in with the account demo / demo as in the section "How to use this handbook".
Step 1 - Open the list of time off types
Open the Configuration menu and click Time Off Types.
Time Off > Configuration > Time Off Types
You should see: 7 time off types: Paid Time Off, Sick Time Off, Unpaid, Compensatory Days, Extra Time Off, Extra Hours, Paid Personal Leave. The Allocation Approval column of all 7 types reads "By Time Off Officer"; the Work Entry Type column shows which type of work entry the leave counts as in payroll.
The fictional company uses 4 types: Paid Time Off, Sick Time Off, Unpaid and Paid Personal Leave (a type added just for the company). The other three are built in and not used.
Step 2 - Open "Paid Time Off" to read the approval rules
Click the row Paid Time Off.
Time Off > Configuration > Time Off Types
You should see: in the Time Off Requests block, the Approval box is set to "By Employee's Approver and Time Off Officer", which means a request goes through two approval levels. In the Allocation Requests block, Requires allocation is ticked and Approval is set to "By Time Off Officer". At the top of the page there are two statistic buttons, Allocations and Time Off. To change how requests are approved, just choose another one of the four options in the Approval box, with no programming. You do not need to click Save, just read.
Step 3 - Read the list of allocations
Open the Management menu and click Allocations. In the search box click the x on the two filter labels First Approval and My Team, then click the List icon at the top right.
Time Off > Management > Allocations
You should see: the page counter reads "1-80 / 82", so there are 82 allocation lines. Most are Paid Time Off for 12 days, Allocation Type is "Regular Allocation" and Status is "Approved". People who joined during the year are allocated according to the months left, for example Hà Minh Tâm has 4 days.
Step 4 - Add a new allocation
Click New. In Employee choose "Hồ Thị Nga", in Time Off Type choose "Paid Time Off", in Allocation type 12, and type the allocation name Annual leave 2027.
Time Off > Management > Allocations
You should see: the breadcrumb reads "Allocations" and the record name is "Allocation of Paid Time Off: 12.00 days to Hồ Thị Nga"; the status bar is at To Approve (the second step is Approved), Allocation Type is "Regular Allocation" and Allocation is 12.00 days. The Time Off Type box also shows the employee's remaining days. The screenshot was taken before saving; click the cloud icon to save, or the x to discard.
Try this: open the time off type "Paid Personal Leave" and compare its Approval box with "Paid Time Off" in step 2 to see that the two types are approved differently: this type needs only one approval level, while "Paid Time Off" needs two.
Lesson 12. Create a leave request and reach the approval step
About 10 minutes. By the end of this lesson your company can fill in a Paid Time Off request for an employee, read the list of requests waiting for approval, open a pending request to see the Approve button and the two-level status bar, and open an approved request to see the final status.
The lesson uses the fictional employee "Đỗ Minh Tuấn" for the new request (captured before saving) and the existing requests in the sample data. So that the existing data is not changed, the approval screenshots were taken before clicking Approve.
Step 1 - Create a new leave request
Open the Management menu and click Time Off. Click the x on the filter label Waiting For Me, then click New. In Employee choose "Đỗ Minh Tuấn", in Time Off Type choose "Paid Time Off". In the Dates box choose from 11/30/2026 to 12/01/2026 (month/day/year, as the English screen shows). Type the description Annual leave.
Time Off > Management > Time Off
You should see: Department is filled in automatically with Sales. Time Off Type shows "Paid Time Off (3 remaining out of 12 days)". The Dates box shows a duration of 2 days. The status bar is at To Approve. The box on the right is the person's 2026 summary, listing earlier requests. The cloud icon (Save manually) is circled: click it and the request is written, click the x next to it and the request is discarded. The screenshot was taken before saving.
Step 2 - View the list of requests waiting for approval
On the time off list screen, click the x on the filter label Waiting For Me, open the filter box at the end of the search bar and choose To Approve.
Time Off > Management > Time Off
You should see: the counter reads "1-6 / 6", so 6 requests are waiting, all with leave dates from 16 November 2026 to 27 November 2026. Each row has two buttons, Approve and Refuse; only the "Paid Personal Leave" request of Trần Quốc Minh shows a Validate button because that type needs just one approval level. The Status of all 6 rows is "To Approve".
Step 3 - Open a pending request
Click the row of Hồ Thị Nga (Paid Time Off, 16 to 17 November).
Time Off > Management > Time Off
You should see: the request title names Hồ Thị Nga, Paid Time Off, 2 days, from 16 November 2026 to 17 November 2026. The button row at the top has Approve, Refuse and Adjust Dates; the Approve button is circled. The status bar has three steps: To Approve, Second Approval, Approved, and the request is at the first one. Because the "Paid Time Off" type has two approval levels (previous lesson), the approver clicks Approve to move to the second level and clicks again to reach Approved. The screenshot was taken before clicking.
Step 4 - Open an approved request
Go back to the list of requests, remove the filter label To Approve, choose the Approved filter and click the first row of the list.
Time Off > Management > Time Off
You should see: the first request in the screenshot is Trần Quốc Minh on Sick Time Off, 1 day, 6 November 2026. The status bar is at Approved, and the buttons at the top are Back to Approval, Refuse and Adjust Dates. The log on the right records that the sick leave planned for 2026-11-06 was accepted. The box beside the form lists more days off of that person and of the department in the same period.
Try this: create the request in step 1 for another employee, change the time off type to "Sick Time Off" and see whether the Time Off Type box still shows the remaining days, then discard the request with the x.
Lesson 13. View the leave calendar and the days-off report
About 10 minutes. By the end of this lesson your company can read the November 2026 leave calendar with the pending requests, see the days off by type, and read the remaining leave days of the whole company.
Step 1 - Open the company leave calendar
Click Overview in the menu bar. Click the x on the filter label My Team.
Time Off > Overview
You should see: the calendar of November 2026, a month in progress. Confirmed requests are filled in solid, pending requests are striped (16 to 17 November, 18, 20, 23, 24 to 25 and 27 November). The right-hand column lists each employee with a color, and the Legend has three entries: Validated, To Approve, Refused. The remaining filter label reads "Approved or Waiting for Approval".
Step 2 - View days off by type
Open the Reporting menu and click by Type.
Time Off > Reporting > by Type
You should see: a bar chart with four groups: Paid Time Off, Sick Time Off, Unpaid, Paid Personal Leave; each group has three bars, Allocation, Time Off and Balance. The Paid Time Off bars are the tallest; the other three types only have a low Time Off bar. You can switch to a list or a Pivot table with the icons at the top right.
Step 3 - Read each person's leave balance
Open the Reporting menu and click Balance.
Time Off > Reporting > Balance
You should see: a Pivot table for the 2026 period, each row is an employee and the columns are grouped by time off type. The Total row of "Paid Time Off" shows 369 days under Left and 135 days under Taken. The Total row of "Sick Time Off" shows 26 days, "Paid Personal Leave" taken is 19 days and "Unpaid" is 8 days. Each figure has a Number of Hours column next to it.
Try this: in step 3 click the name of an employee to expand that person's row, then compare the number of days under Taken with the summary shown on the leave request in the previous lesson.
