With the new UI and flow, you can customize your Time-off Types and Policies for all employees, including different policies for different offices, departments, employment types, job titles, and positions.
Table of content
Set up a new Time-off Type
Time off type represents the categories of time off employees are allowed to take. It can be a paid or unpaid type and is calculated in days by default.
Navigate to Time off > Settings
Click Types and Policies > click on New Type
Add a name, determine whether it's a Paid or Unpaid leave policy
Click Create
Set up a Policy for your Time-off Type
Time off policy represents the entitlements, accrual options, carryover details, booking rules, rounding rules, and many other settings that can be customized for various employee groups.
📌 Note: For this release, you need to create a new type for each policy you want to add. The next release will allow a Time-off type to have multiple policies.
Navigate to Time off > Settings
Click Types and Policies > click on New Policy
Select a Time-off Type and name your policy, write a description (if necessary)
Define your Accrual Rule
Assign Date: define when this type of leave is credited to employees. You have 2 options:
Upon join date: leave will be credited based on their join date
After probation end date: leave will be credited based on their probation end date
Accrual Frequency defines when employees receive their entitled leaves: Monthly, or Yearly
Let's look at this example to better understand how it works:
Employees are entitled to 12 annual leaves per year. If the accrual frequency is:
Monthly: a credit of 1 day will be added every month (12 days / 12 months = 1 day)
Yearly: a total credit of 12 days will be added at the start of the year
Entitlement: the total number of days employees receive per year for this type.
Prorate Accrual: define if employees receive the whole entitlement regardless of how many days they have worked in a year or a proportional number of days. See example.
Define the Carry Over Policy
Maximum Carry Over: the limit employees can carry from one year to the next. If you enter 0 then they cannot be rolled over.
Carry Over Expiration: define when carry over leaves will expire. If you enter 0 in the Maximum Carry Over field, this field will not take into effect
Duration Allowed: This section defines the booking rule for employees
Hourly: Employees can book leave by the hours. Example: 2 hours, 3 hours. This rule is suitable for all schedule types.
Half day: employees can only book leave on the first half or second half of the day, each half is equal to 0.5 days. This rule is suitable for duration-based work schedules.
⛔️ Caution: You cannot change the Half-day booking rule to the remaining options.
Morning/Afternoon: employees can only book leave in the morning or afternoon. This rule is suitable for clock-based work schedules.
Advanced Options (Optional)
Advanced Leave:
Applicable when it's a Paid Time Off and the Accrual Rule is Monthly
Rounding Rule:
Applicable when the Accrual Rule is Yearly and Prorate Rule is enabled
For example:
Yearly Entitlement for Annual leave is 16 days, it is prorated.
If an employee joined on 1 March, their entitlement would be prorated
Prorate accrual = 16 (days) / 12 (months) = 13.3333333 days
Waiting Period: This option defines if employees need to wait a certain time before requesting leave.
You can define whether employees need to wait for a certain duration before booking their time off.
Example: Employees are entitled to up to 12 days of Annual Leaves per year, effective upon their join date. New hires can only request time-off 30 days after joining.
Samantha joined the company on 4 January 2022.
Samantha can request Annual Leave starting from 3 February 2022.
Define Eligibility
Navigate to Time off > Settings
Click Types and Policies > find the policy you want > Click Assign Employees
Choose the eligibility. There are 4 options:
All Employees: include all employees, except the resigned ones.
Full-time Employees only: include employees whose Employment Type is Full-time, except the resigned ones.
Employee Group: a pre-defined group of employees. Only the groups that use the following operators can be selected: Employment type, Job title, Position type, Office, Department.
📌 Note:
Employee group must be active.
You must enable the option "Automatically add or remove employees that match these criteria, except for Resigned employees" when creating an employee group.
Specific Employees: manually add any employee
To add an employee: Type an employee name and > Enter.
To remove an employee: Click the X icon on the member’s row.
If you haven't assigned an employee, you can always go back to review and add them later.
Click View to see the list of employees who will be assigned this time-off policy (optional)
Click Save to apply.
Edit Eligibility
🚀 New update: When changing a policy's eligibility, you will not have to select an effective date, the effective date will default to the current day. Any priorly scheduled eligibility will remain unchanged.
You may choose to keep or remove employees' time off balances. Historical records of the submitted requests will remain unchanged.
Navigate to Time off > Settings
Click Types and Policies > find the policy you want > Click Edit Eligibility
Select a new eligibility option:
All Employees: include all employees, except the resigned ones.
Full-time Employees only: include employees whose Employment Type is Full-time, except the resigned ones.
Employee Group: a pre-defined group of employees. Only the groups that use the following operators can be selected: Employment type, Job title, Position type, Office, Department.
Choose if you want to keep or remove the existing time-off balance. Note: All submitted requests will remain unchanged.
Click Save to apply changes
📌 Note:
Yearly paid time off is entitled to be taken in advance for the next year while monthly paid time off will depend on the configuration. This means employees can request to take time off in 2022, while it’s still 2021. The balance they use would be from the next year.
Example: Samantha wants to take vacation days between 29 December 2021 to 5 January 2022. Samantha needs to submit 2 time-off requests:
From 29 to 31 December 2021: use 3 days of annual leave 2021.
From 4 to 5 January 2022: use 2 days of annual leave 2022.
Example of Prorated Accrual
A company set up 12 days per year for Annual leave. The employee’s start date is August 1st => 31 working days in August.
| Total leave days of that employee |
Non-prorated accrual | 12 days |
Prorated accrual | = (31 days - 1 days +1)/31 + 12/12 x 4 = 5 days |
Activate/ Deactivate a Time Off Type
Go to Time Off > Settings
Click on Types and Policies to view all
Find the policy that you want and toggle the button to activate/deactivate
Delete a Time Off Type
Go to Time Off > Settings
Click on Types and Policies to view all
Find the policy that you want and click on More (or the ⋮ icon) in the same row
Select Delete
