Planning Your Paid Time Off (PTO)

As a valued member of our software engineering team, your wellbeing and work-life balance is important to us. Below is a guide on how you should prepare to take time off, ensuring that all processes and tasks continue smoothly in your absence.

Requesting Time Off

Time off requests should be made through Gusto. Please try to make these requests at least two weeks in advance. This allows us to mitigate any disruptions in project work. We do understand that emergencies happen and we are flexible during periods of low client work.

Once you’ve submitted your request, your manager will review it and either approve or deny it. You’ll receive an email notification of this decision. It’s a best practice to avoid finalizing any travel or vacation plans until you have received approval of your time off request.

Once your PTO has been approved, you’re required to add ‘Out of Office’ time to your Google Calendar. This helps us understand your availability for scheduling meetings.

Preparing Your Team for Your Absence

As you prepare to take time off, we need you to help us ensure the continued smooth operation of your projects.

1. Update Your Jira Tickets:

   Make sure your Jira tickets are as up-to-date as possible. This will help your teammates understand the status of all ongoing tasks.

2. Communicate With Your Manager/Project Manager:

   Discuss any tickets or tasks that may need to be reassigned during your absence. They will help facilitate a handover process with your peers.

3. Prepare for Potential Interruptions:

   Disable Pingdom, Slack, email, and calendar alerts while you’re away. This will help you fully disconnect and enjoy your time off.

4. Set an Email Auto-Responder:

   In your email settings, set up a vacation auto-responder. Include alternative contacts and the dates that you will be unavailable.

5. Inform Your Colleagues:

   Let your team members know about your upcoming time off. This allows them to plan their tasks accordingly and understand who to contact in your absence.

6. Most Importantly…

   Remember, this is your time to unwind! Avoid checking your emails or thinking about work.

Cancelling Time Off

If you need to cancel your PTO, this can also be done through Gusto. Note that Gusto allows you to cancel PTO for past dates. Please discuss this with your manager before you cancel any PTO.

Transferring Knowledge

Before taking your time off, ensure that your teammates have the necessary knowledge and resources to take over your tasks.

1. Document Your Work: Make sure that all your work is properly documented, particularly the tasks that others may need to cover.

2. Share Important Information: Be sure to share any important logins, files, or documents that your teammates may need in your absence.

3. Offer Assistance: If possible, offer to be available for a quick call or email exchange before you leave, in case your teammates have any questions about your projects.

By following these guidelines, you can help ensure that your time off goes smoothly for everyone involved. Enjoy your well-earned break!