Paid Time Off Guidelines

Eligibility and expectations

• Full-time employees (FTEs) and full-time interns (FTIs) are eligible for Todoist’s Paid Time Off & National Holidays.

• Freelancers or independent contractors who are paid hourly are not eligible for this benefit.

• New hires who have passed the initial 3-month onboarding period will be eligible for Parental Leave (more details below).

You should not work during PTO whatsoever. Instead, please create a hand-over plan if necessary, especially for any urgent work.

Please take your time off and fully disconnect when you’re OOO.

Paid Personal Time Off

All eligible Todoisters receive 40 days of Paid Personal Time Off per year. These days are accrued monthly (approx. 3 days per month) and are credited to each employee on the first day of the month following the month in which the days are earned. This allowance is charged in minimum units of days and each eligible employee can earn a maximum of 40 days in a given calendar year.

Scheduling Paid Time Off

All eligible Todoisters are required to schedule their PTO in advance. This is done by submitting a vacation request via Hibob. Your vacation balance will be available in the Hibob and will be updated annually.

PTO Request Notice Periods

In general, if you know you’ll be taking time off we encourage you to book this as soon as you know. You can always adjust/cancel your booked time if anything changes.

Impact-Focused Approach

Rather than adhering strictly to predefined timeframes, we consider these notices as guidelines, and exemptions are fully acceptable as long as they don't cause disruptions to ongoing work. Approvals for exceptions require the consent of your manager.

Removal of the Approval Process: We've eliminated the need for approval when taking time off. We trust Todoisters to handle this freedom responsibly by managing their time effectively. It's crucial to consider company planning and priorities when taking time off.

For longer periods away, it's important to consult with your manager and squad leaders to ensure a smooth handoff and avoid blocking any squads.

PTO Advancement

While PTO is technically accrued on a monthly basis (as detailed above), you will receive all of your full PTO allowance at the start of each year so you can utilize it throughout the year as desired, pending your leader's approval of your time off. Despite this flexibility, be mindful of how you use your PTO so that you can leverage it effectively throughout the whole year.

Please note that if you are Departing from Doist , voluntarily or involuntarily, for purposes of calculating your final payment, your PTO usage will be considered based on how much you have accrued by your end date.

PTO Rollover

We encourage every eligible employee to fully utilize their Paid Personal Time Off days each calendar year. This is a great opportunity to recharge and disconnect from work! Up to 10 unused PPTO days can be carried over to the following year (which will happen automatically in Bob). Any remaining PPTO days beyond 10 days will expire on December 31 each year.

Personal & Family Health Days

At Todoist, your well-being is paramount. We recognize that your productivity is closely tied to your health, and we're committed to supporting you in prioritizing it. Whether you're dealing with a cold, mental health concerns, menstrual matters, migraines, or any other visible or invisible condition that affects your well-being, remember that work can wait.

You have access to 12 paid Health Days per year, separate from regular PTO. These days are meant for instances where you or a family member experiences an unexpected health decline that requires unexpected time off to recover or provide care. Health Days can also be used proactively for planned health-related situations, such as a medical procedure, requiring recovery.

As always, flexibility is key. If you exhaust your Health Days and need more or have a unique situation that will require extended health-related leave, please inform your leader and the People Team for additional support.

Health Days are not intended to be used as an extension of your annual PTO, but rather for unprecedented situations where we don't want you to feel pressured to use your PTO. We encourage you to continue proactively leveraging your PTO and Wellness budget to invest in your well-being.

Conditions:

• A doctor’s note may be requested if more than 10 consecutive Health Days will be taken.

• In the case of a condition requiring more than 10 consecutive Health Days, please talk to your leader and the People Team so we can best support you.

Parental & Adoptive Leave

Whether you're fostering, adopting, or delivering a new family member, you deserve uninterrupted time to focus on your family during this incredible (and sometimes challenging) experience. 🍼

Share your parental leave plans with your team Head and People Team if you'd like to:

• Request to take parental leave leading up to or after you've welcomed your newest family member(s).

• Take your parental leave in multiple chunks or as a single extended leave.

This is so we can help you and your team prepare for your absence. Learn more about the long-term vision and intent of the parental leave in this Comms thread.

When ready, please request the parental leave policy from the “Quick actions” on your Bob Homepage.

Guidelines

• All new parents (foster, adoptive, and birth) are eligible for 5 weeks (25 days) of parental leave at 100% salary.

• Primary caregivers are eligible for another 13 weeks (65 days) of parental leave at 100% salary.

• If you're welcoming more than one member to your family, parental leave is increased by 1 week (5 days) per family member.

If you have a need that falls outside the guidelines, contact your team Head and People Team to discuss your options.

National Holidays

National holidays are built into your 40 days of PPTO so you can book these days as preferred. National holidays aren't tied to where you are physically located, so you are welcome to celebrate the national holidays you identify with. Booking your national holidays using the "National Holiday" designator in Hibob will enable you to book those dates without approval from your manager (although you should still be sure to notify them in a timely manner of your absence).

Time off due to Personal Emergencies

We don’t have any formal policies around family emergencies, bereavement/compassionate leave, jury duty, or other unexpected situations. When our built-in flexibility and paid time off policies are not enough, we take a case-by-case approach to work with you to identify the best way to support you. See Personal Emergencies & Accommodations Guide for more details.

Communicating Out Of Office (OOO) Status

Regardless of the type of time off you will be taking, all absences should be logged in Hibob. This ensures that we're able to accurately understand how time off is used at Todoist throughout the year. In the following cases, you should also post an update in an individual OOO thread in the TodOOOister channel.

• If your absence is short-notice (example: illness, family emergency, etc.) and you will be OOO more than 24 hours

• If your absence will be for 5 or more consecutive days

• Other ambiguous cases where direct notice would be helpful (example: during a critical moment for your team/squad)

Note that you are not expected to post status updates in your Comms profile or communicate short-term (<24 hours) absences from Comms. We work async by default and do not expect you to be connected at all times.

Who to notify of your absence

Aside from your leader who will be aware of your absence due to your Hibob booking, be sure to notify the following:

• Members of your immediate team who you may be working closely with.

• Members of any squads you are part of.

• Any other team members or stakeholders who may be impacted by your absence.

Cancelling Time Off Bookings

In the event that your time off plans change and you need to cancel time off that has arrived or passed, please reach out to the People team to cancel/correct your booking since Bob will prevent you from doing this yourself.

If you have any questions or concerns please contact the people team: people@doist.com. Its most ideal to do this via email and not Comms.