Easy Tech TutsHow to Manage Time Off and Vacation Requests in ClickUp Easily 2026
By Impran M N
Tracking who's out and when gets messy fast without a central system, especially once a team grows past a handful of people. This guide covers building an intake form for time off requests in ClickUp, routing those requests to the right manager automatically, and using the Calendar and Workload views to see real-time coverage across your team.
01Create a Time Off list
Set up a dedicated list and launch a new Form view to capture incoming requests.
02Add custom fields to the form
Drag fields onto the canvas to capture leave dates, leave type, and any coverage notes.
03Activate the form and switch to the list view
Generate your public form link, then switch over to the list dashboard to review submitted requests.
04Automate manager assignment
Build an automation rule that assigns each new request to the appropriate line manager immediately upon submission.
05Set up your request statuses
Create a status path from New Request through In Review, Approved, and Denied to track each request's progress.
06Review team coverage
Switch to a shared team Calendar to map approved vacation blocks, and check the Workload view to see live capacity adjust for time off.
Frequently asked questions
Do employees need a ClickUp account to submit a request?
No, the public Form view link can be filled out without requiring the requester to have their own ClickUp login.
How does a manager get notified of a new request?
An automation rule assigns the request to the appropriate line manager as soon as the form is submitted, which can trigger a notification.
Can I see how time off affects team capacity?
Yes, the Workload view shows live capacity bars that automatically adjust based on approved out-of-office records.
Can ClickUp summarize leave balances for me?
ClickUp Brain can be used to help summarize monthly leave balances and flag potential scheduling conflicts.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
