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Employee PTO (Paid Time Off)

VMX can track paid time off per employee: PTO types you define (Vacation, Sick, Personal, and so on), a running balance of available hours for each type, and a dated history of every grant, usage, and adjustment.

Info

PTO tracking is an optional feature and is not turned on by default — the PTO tab won't appear on employee pages until VMX enables it for your store. If you're interested in tracking employee PTO in VMX, contact help@vmxllc.com and we'll set it up for you.

Open an employee's PTO tab

  1. Go to Admin → Users.
  2. Click the employee's number in the first column of the employee table. This opens that employee's page.
  3. Select the PTO tab.

Opening an employee's page requires the 👁 Users and 👁 Swipes admin permissions (see Admin Permissions). The PTO tab only appears when PTO tracking is enabled for your store.

The tab has three parts: a PTO Balances table showing the Available Hours for each PTO type, a Record PTO Usage form, and a History of every PTO transaction for the employee.

Create PTO types (Vacation, Sick, Personal)

PTO hours are tracked per type, and the list of types is shared by every employee — you set the types up once.

  1. Open any employee's PTO tab.
  2. Click + Add PTO Type.
  3. Enter a name at the prompt — for example Vacation, Sick, or Personal.

The new type appears in the PTO Balances table for every employee (starting at 0 hours) and in the PTO Type menu of the Record PTO Usage form. Until at least one type exists, the balances table reads "No PTO types defined. Click "+ Add PTO Type" to get started."

Give an employee PTO hours (Grant Hours)

To add hours to an employee's PTO balance — for example their annual vacation allowance:

  1. Open the employee's PTO tab.
  2. In the Record PTO Usage form, choose the PTO Type and enter the Hours to grant (a note is optional).
  3. Click Grant Hours.

The hours are added to that type's Available Hours balance, and the grant appears in the History as a positive entry dated today (labeled "Grant" if you leave the note blank). Grants are always recorded as of today's date — the Date field in the form only applies when recording usage.

Record PTO an employee used (Record PTO Usage)

To record a day (or part of a day) of paid time off an employee took:

  1. Open the employee's PTO tab.
  2. In the Record PTO Usage form, fill in:
    • PTO Type — which balance the time comes out of.
    • Date — the day the PTO was taken.
    • Hours — how many hours (for example 8 for a full day, 4 for a half day).
    • Note (optional) — anything worth remembering about the entry.
  3. Click Record PTO Usage.

The hours are subtracted from that type's Available Hours balance and appear in the History as a negative entry. PTO used during a pay period also shows in the PTO column on the Payroll page for that period.

Fix a wrong PTO balance (Adjust)

If an employee's balance is wrong — an import missed hours, or something was entered twice — set it directly:

  1. In the PTO Balances table on the employee's PTO tab, click Adjust next to the type.
  2. In the Adjust Balance window, enter the New Balance (hours) — the balance the employee should have, not the amount to add or subtract.
  3. Enter a Note with the reason for the adjustment.
  4. Click Save.

VMX records the difference between the old and new balance as its own entry in the History (labeled "Adjustment" if you leave the note blank), so the audit trail stays intact.

PTO history — review or delete past PTO entries

The History table at the bottom of an employee's PTO tab lists that employee's PTO transactions (the most recent 100), newest first, with columns Date, Type, Hours, Note, and By (who recorded it). Grants and upward adjustments show as positive hours; usage shows as negative hours.

To remove an entry that was recorded by mistake, click the × at the end of its row and confirm at the "Delete this PTO transaction?" prompt. Deleting an entry also removes its hours from the balance, so the Available Hours figure updates immediately.