Casa Cyber PTO
SAMPLE Training Manual

Casa Cyber PTO is the company's time-off management system. It lets employees submit PTO and sick-day requests, gives managers a single place to approve or deny those requests and provides administrators with full visibility into policy, headcount and usage across the entire organization.

All data is stored privately in your browser and nothing is sent to an external server. The system is accessible on desktop and mobile browsers.

Role Summary

Role	Who it's for	Key capabilities
Admin	HR / Operations	Add/deactivate employees, set PTO policy, view all records
Manager	Team leads	Approve or deny requests, view team calendar and history
Employee	All staff	Submit requests, check balance, view team calendar

Admin Access

The Admin role has full system access. Admins manage the employee roster, configure the company PTO policy and can view time-off records for every person in the organization.

3.1   Dashboard

The Admin Dashboard gives an at-a-glance picture of what is happening across the company. It has three sections:

Team Calendar

A monthly calendar that shows approved PTO as dots beneath each date. Up to three dots are shown per day; if more employees are off, a +N indicator appears.

• Use the ◀ ▶ arrows to navigate between months.
• Use the Filter by dropdown above the calendar to narrow the view: choose Everyone, a specific team, or an individual employee.
• Click any date to see a detailed list of who is on approved PTO that day. The list appears directly below the calendar.

Upcoming Anniversaries

Lists employees whose work anniversary falls within the next 30 days, showing how many years they will have completed and how many days away the date is.

Recent Requests

Shows the 10 most recently submitted requests across all employees, with status badges (Pending, Approved, Denied) for quick visibility.

3.2   Employees

The Employees page lists all staff grouped by team. Active member counts are shown under each team header.

Adding an Employee

1. Click the Add Employee button in the top-right corner.
2. Fill in the form:
   • First Name and Last Name — required.
   • Start Date — the employee's first day; used to calculate years of service and PTO tiers.
   • Team — assign to an existing team.
   • Role — Employee, Manager, or Admin.
3. Click Add Employee. A success message confirms the addition.

Deactivating an Employee

1. Find the employee in the team table.
2. Click the Deactivate button on their row.
3. Confirm the action in the browser dialog.

Deactivated employees are removed from active listings and the calendar filter, but their historical PTO records are retained in the PTO History page.

3.3   PTO History

A full audit log of every time-off request in the system. The record count is displayed above the table.

Filtering Records

• Filter by Employee — narrows to a single person's requests.
• Year — narrows to a specific calendar year (up to 6 years back).

Both filters can be combined. Clear either filter by selecting "All Employees" or "All Years" from the respective dropdown.

Table Columns

Column	Description
Employee	Full name of the requester
Type	PTO or Sick Day
Start / End	First and last day of the requested period
Days	Number of business days (weekdays only)
Status	Pending, Approved, or Denied
Manager Note	Optional note left by the approving or denying manager
Submitted	Date the request was created

3.4   Settings — PTO Policy

The Settings page is where you define how PTO accrues across the company. Changes take effect immediately for all employees.

PTO Structure

Three structures are available:

Structure	How it works
Tiered	Different day allocations based on years of service. You define year ranges (e.g. Years 1–2: 15 days, Years 3–5: 18 days, Year 6+: 22 days). Leave "Year End" blank to indicate "and beyond."
Fixed	Every employee receives the same number of days per year, regardless of tenure.
Unlimited	No fixed allocation. Employees take time off as needed, subject to manager approval.

Sick Days

Toggle "Offer separate sick days" to enable a dedicated sick-day pool. When enabled, enter the number of sick days per year. Sick days appear as a separate balance for employees and can be requested as a distinct request type.

Paid Holidays

Select which US federal holidays are observed as paid days off. These are informational. They appear in the policy summary shown to employees but do not block dates on the calendar.

Policy Notes

Use this free-text field for any additional policy details: rollover rules, notice periods, doctor's note requirements, etc. Notes are displayed in the employee-facing policy summary.

Saving the Policy

Click Save Policy at the bottom of the form. A green confirmation banner confirms the save. The new policy is immediately reflected in all employee balance calculations.

Manager Access

Managers see only their own team. They review and action time-off requests, monitor the team calendar and can browse the team's historical PTO records.

4.1   Dashboard

Stats Strip

Two summary cards appear at the top of the page:

• Team Size — total number of active employees on your team.
• Pending Requests — number of requests awaiting your decision. This card turns amber when there are outstanding items requiring action.

Team Calendar

Works identically to the Admin calendar but scoped to your team only. Use the filter dropdown to view everyone, your whole team (same result for managers), or a specific team member. Click any date to see exactly who is off that day.

Pending Requests Panel

Lists every pending request with the employee name, request type, date range and duration in business days. Clicking a Pending chip navigates you directly to the Requests page where you can take action.

4.2   Time Off Requests

The Requests page shows all requests from your team. Pending ones appear first, followed by resolved requests. The header shows a count of pending and total requests.

Approving a Request

1. Find the pending request in the table (pending requests are listed at the top).
2. Click the Approve button on that row.
3. An Approve Request dialog opens. Optionally type a note for the employee (e.g. "Enjoy your holiday!").
4. Click Confirm Approval. The request status changes to Approved.

Denying a Request

1. Find the pending request in the table.
2. Click the Deny button on that row.
3. A Deny Request dialog opens. Enter a reason. This is displayed to the employee so they understand the decision.
4. Click Confirm Denial. The request status changes to Denied.

Request Table Columns

Column	Description
Employee	Name of the team member
Type	PTO or Sick Day
Start / End	Requested dates
Days	Business days in the request
Action / Status	Approve/Deny buttons for pending; status chip for resolved
Manager Note	Note left at time of approval or denial
Submitted	When the employee submitted the request

4.3   PTO History

A filterable log of all requests from your team. Use the Filter by Employee and Year dropdowns to narrow the results. The record count above the table updates dynamically as you apply filters.

This page is read-only. Requests cannot be modified after they have been resolved. If a correction is needed, contact your HR administrator.

Employee Access

As an employee, you can check your PTO balance, view the team calendar, submit time-off requests and track the status of your submitted requests.

5.1   Dashboard

The Employee Dashboard has two sections side by side (stacked on mobile):

Your PTO Balance

Shows a summary of your current-year allocation at a glance:

• Allocated PTO — total days you are entitled to this year (or "Unlimited" if applicable).
• Used PTO — business days taken on approved requests so far this year.
• Remaining PTO — days left. Shown in green if positive, red if exhausted.
• Sick Days — if the company tracks sick days separately, your used and remaining counts appear here.

Company PTO Policy

The policy card shows the PTO structure (tiered, fixed, or unlimited), sick-day allowance, observed paid holidays and any additional notes from HR. This is read-only.

Team Calendar

A full-company calendar (filtered to your team by default). Use the filter dropdown to see everyone across the company or a specific colleague. Click any date with a dot to see who is on PTO that day.

5.2   My PTO

The My PTO page gives a deeper view of your personal time-off situation for the current year.

Profile Card

Displays your full name, start date and years of service. These figures that determine your PTO tier (if the company uses tiered PTO).

Balance Stats

Four stat cards show:

• PTO Allocated — your total annual entitlement.
• PTO Used — days consumed by approved requests this year.
• PTO Remaining — days still available. Green if positive.
• Sick Days Remaining — shown only if the company offers separate sick days.

PTO & Sick Day History

A table listing all your requests across all years; approved, denied, and still pending. Use this as a personal audit trail of your time off.

5.3   Requesting Time Off

The Request Time Off page has two sections: the submission form on the left and your existing requests on the right (stacked on mobile).

Submitting a Request

1. From the Request Type dropdown, select PTO (Paid Time Off) or Sick Day (only visible if the company offers separate sick days).
2. Enter a Start Date. The date picker prevents selecting dates in the past.
3. Enter an End Date. This must be on or after the start date. The date picker automatically limits your choice to dates from the start date onwards.
4. Optionally, type a note in the Notes field (e.g. "Family vacation", "Medical appointment").
5. Click Submit Request. A success banner confirms the submission. The form clears, ready for another request.

Tracking Your Requests

Each request you have submitted appears in the My Requests list on the right side of the page. Every card shows:

• Request type (PTO or Sick Day)
• Date range and business-day count
• Your note (if you added one)
• Manager's note (if the request has been decided)
• A colour-coded status badge:

Status	Colour	Meaning
Pending	Amber	Submitted and waiting for your manager's decision
Approved	Green	Your manager has approved the request
Denied	Red	Your manager has denied the request. Check their note for the reason

Can I cancel a request I have already submitted?

The current version does not have a self-service cancellation button. If you need to withdraw a pending or approved request, contact your manager or HR administrator to have it addressed.

Why does my PTO balance seem lower than expected?

Balances are calculated from approved requests only, pending requests are not yet deducted. Check your request history on the My PTO page to see all approved periods. If you believe a balance is wrong, speak to your HR admin who can review the policy settings.

I selected a date range that spans a weekend. Will I lose those days?

No. The system automatically calculates business days only. If you request Monday 1st to Friday 5th, you will be charged 5 days. If you request Friday 4th to Monday 7th, you will be charged 2 days (Friday and Monday only).

What happens if there is no manager assigned to my team?

Your requests will still be submitted successfully. An admin can approve or assign a manager via the Employees page. Contact your HR admin if requests remain unreviewed.

Can two people approve the same request?

No. Once a request is approved or denied by any manager, the action buttons are replaced with the status chip. The request can only be in one state at a time.

I am an admin. Can I approve requests too?

The Admin role provides access to the admin dashboard, employee management and policy settings. To also approve team requests, your account would need the Manager role. Speak to another admin to adjust your role if needed.

Will my data be lost if I clear my browser?

Yes. All data is held in your browser's local storage. Clearing browsing data, using a private/incognito window, or switching to a different browser will reset the application to its default demo state.

Can I use this system on my phone?

Yes. The application is fully mobile-responsive. On small screens, the navigation sidebar is hidden and accessible via the ☰ menu icon in the top bar. Tables scroll horizontally if they are wider than the screen.

Term	Definition
Allocated PTO	The total number of PTO days an employee is entitled to in the current calendar year, as determined by company policy and their years of service.
Business Days	Working days only. Monday through Friday. Saturdays and Sundays are excluded from all day counts.
Fixed PTO	A PTO structure where every employee receives the same number of days per year, regardless of tenure.
Manager Note	An optional message left by a manager when approving or denying a request. Visible to the employee.
PTO (Paid Time Off)	Paid leave taken for personal reasons, vacation, or any non-illness absence.
Sick Day	A separate leave type used when an employee is unwell. Only available if the company policy enables a sick-day pool.
Tiered PTO	A PTO structure where the annual allocation increases with years of service. Each tier defines a year range and corresponding day count.
Unlimited PTO	A policy structure where there is no fixed day allocation. Employees may take time off as needed, subject to manager approval.
Used PTO	The total business days consumed by approved (not pending) PTO requests in the current calendar year.
Years of Service	The number of complete years since an employee's start date. Used to determine which PTO tier applies under a tiered policy.

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