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Time management
| Last modification: August 2026. | Version: 109 OUM |
Pandora ITSM includes a feature that allows clocking in, meaning users can register the start of their work activity, breaks they take during their shift, specify if they are working remotely or on-site, and end their workday. You can also handle vacation management.
To create a history and access staff activity, there are reports available that can be monthly or weekly.
Time tracking
Menu 
People → Time tracking.
Superadmin type users can access all menus without any restriction.
Version 104 and earlier: For the rest of the users, you must first activate the TRACKER in the visibility options of the general settings by deleting the TRACKER entry set as hidden by default when installing Pandora ITSM. For the remaining users, their specific visibility will depend on the assigned profiles.
Activity
Menu People → Time tracking → Activity.
It shows the activity summary for that day and three buttons that allow you to:
- Start activity.
- Take a break.
- End the workday.
Clicking the start activity button (Start timer) allows you to choose the location, and after choosing, this button is disabled and the others are enabled.
Once the workday is over, click the red button to finish, and the day's data will be available for use in reports.
By default, the time counter stops automatically; this time period is configured in the token Active automatic time track stop in the general settings.
Team
Menu People → Time tracking → Team.
In this view, you have a list of all team members, their current status, location, and contact method.
You can filter by location or status or search by a keyword in the name, email, or phone fields. The status of each user is specified by color coding: green for active, red means not working, and orange for vacation.
Weekly and monthly time tracker
Menu People → Time tracking → Week.
Menu People → Time tracking → Month.
It presents a weekly or monthly summary of a user's day-to-day activity. By default, this user is the user requesting the report.
Each entry can be edited in Edit entry (it can even be deleted), and once its edition is saved, it will be presented accompanied by the 
icon to indicate that it was modified.
Workflow rules
Menu People → Time tracking → Workflow.
Since version 105, it incorporates the functionality of rules that, depending on a condition or conditions, execute actions that include sending email messages.
Only users with HR permission or superadmin can access this section. However, superadmins will have access to all groups in the conditions, while users with HR permission are limited to their own group (and any company).
When creating a workflow rule with the Create a workflow button, it will appear in the rules list with the possibility of disabling its application (or enabling it) and even deleting it.
Clicking on a rule's name will allow you to edit its description 
and access the conditions 
and actions 
sections.
- Conditions:
Conditions allow you to filter users by company or group with three options to check: Time worked (or more), Paused time (or more), and Time exceeded in a day. These three options can be conditioned to fulfill all, some, or none of them.
From version 107 onwards, there is a fourth option: Effective weekly time (hours:minutes). This option allows you to set a weekly hours limit (taking into account the first day of the week) and sending a notice to the user by email when this happens.
Once a condition is created, you can add as many as needed and relate them to each other using logical operators, and change their evaluation order with the Down or Up buttons.
- Actions:
All actions involve email notification, either to the affected user or to the email addresses (separated by commas) that are specified. Only one allows, additionally, an automatic stop in the time tracking.
The operating system's cron where PITSM is installed is in charge of periodically running these work time rules; you must ensure it is running.
Vacation management
Vacation request
Menu People → Work unit → Vacations and sick leave.
You must select a user (by default, the user requesting this option) and select the Vacations option in the Task field. Then, the start date of the vacation period and the number of days allocated for it are set.
If applicable, check the Extra vacation option so they appear on the calendar as vacation (People → Work unit → Year calendar), but they will be excluded from the annual vacation sum.
It is allowed to add as many vacation periods as needed; to do this, add each one by clicking the Add row date button.
Finish by clicking the Add button, indicating if the request has been successfully registered to be approved later.
Vacation approval
Menu People → Workunit → Vacation Management → 
Vacation Request.
To access this menu, the user must be a superadmin type or have an assigned profile that includes HR permission.
If any vacation request has been made, a list of all of them will appear indicating the user, the start date, and the number of days for each request. In the status column, each request will have, by default, the pending approval option.
It must be approved, rejected, or left pending, depending on each case, and once finished, click the Submit button to save the changes.
Menu People → Workunit → Vacation Management → 
Vacation Request History.
In the vacation request history, a list similar to the previous one will be presented, with the status column indicating if each vacation request was approved or rejected.
Vacation reports
Detailed vacation report
Menu 
Reports → People management → Detailed vacation report.
The default option for the vacation report is presented, and by clicking the Search button, you will have a complete list with the users, total vacation days, days taken, and days left to take, with the options to view in full screen or export to PDF.
You can filter by user or group and include a specific time period (start and end) or with just a start date or an end date. If you use the option to show the work units report, you will get, in addition to vacations, a total of unjustified days and justified non-working days (sick leave).
General vacation calendar
Menu Reports → People management → General vacation calendar.
It presents, by default, a monthly view of users with approved vacations. This monthly view can be changed to a weekly and even daily period (in the latter case, each user with approved vacations takes the full day for it).
Export vacation report
Menu Reports → People management → Vacation report.
It presents all active users selected by default; you can select them one by one or filter by keyword in the username.
It is necessary to select a start and end date to be able to view the report with the View button.
Filtering by name will be done when clicking the View button.
Both on screen and with the Export button, the data will be presented in a spreadsheet format.
