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Admin: Add Time off Policy Type

Summary

Admins can add and configure new policy types for employee time off through the "Policy Type" settings. This functionality allows admins to define the name, color code, unit of leave (day or hour), activity type, reason codes, and visibility of the policy type. By configuring these settings, you can tailor time off policies to meet specific company needs and streamline the process for employees requesting leave.

In this article

  • Before you begin
  • Step 1: Add a New Policy Type
  • Step 2: Set the Policy Details
  • Step 3: Configure the Activity Type
  • Step 4: Add Reason Codes
  • Step 5: Set Visibility for Users
  • Step 6: Review and Save

Before you begin

  • Admin Permissions: Ensure that you are logged in as an admin, as only admins have permission to add or edit policy types.
  • Understand Your Leave Structure: Be familiar with the company’s leave policies, including the types of leave available and how they should be structured (e.g., full day, half-day, hours-based leave, etc.).


Step 1: Add a New Policy Type

  1. Log in to your Admin account: Access the system with your admin credentials.
  2. Navigate to the Policy Type Settings: From the dashboard, go to the "Policy Types" section under the Leave Management area.
  3. Click on "Add Policy Type": This will open a new section where you can define the policy details for the new leave type.

Step 2: Set the Policy Details

  1. Policy Name:
    • Enter a descriptive name for the new policy (e.g., Annual Leave, Sick Leave, Compensatory Time Off). This name helps identify the policy later.
    • Optionally, you can add an emoji at the end of the name (e.g., Sick Leave 🩺) to make it more visually appealing. Use the emoji option to insert it.
  2. Colour Code:
    • Set a color code for the policy type. The color is used to visually distinguish different policy types within the system. Choose a color that is easily identifiable and consistent with the company’s color scheme.

Step 3: Configure the Activity Type

  1. Activity Type:
    • Choose from the dropdown with three available options for the activity type:
      • Not Working Unpaid: This option is for leave that is unpaid (e.g., unpaid leave or personal leave).
      • Not Working Paid: This option is for leave that is paid (e.g., sick leave or vacation leave).
      • Working: This option applies to leave that is categorized as working leave (e.g., compensatory time off).
  2. Choose the appropriate activity type based on the nature of the leave being defined.

Step 4: Add Reason Codes

  1. Reason Code:
    • You can specify reason codes for the policy type. This allows employees to select the reason for their leave when requesting it (e.g., Medical, Vacation, Personal, etc.).
    • Add as many reason codes as necessary for the policy type. These codes should align with your company’s leave categories and allow employees to easily specify their reason for leave.

Step 5: Set Visibility for Users

  1. Hide for the User:
    • This is a toggle button that controls the visibility of the policy type for users.
      • If ON: The policy type will be hidden from employees in the system. They will not see it when submitting leave requests.
      • If OFF: The policy type will be visible to employees, allowing them to choose it when requesting leave.
  2. This feature is useful if you want to temporarily hide a policy or restrict access to specific leave types for certain employee groups.

Step 6: Review and Save

  1. Review Your Settings: Ensure that all fields are correctly filled out, including the policy name, color code, activity type, and reason codes.
  2. Click Save: After reviewing the policy settings, click Save to finalize the creation of the new policy type. The policy will now be available in the system for use.

Frequently Asked Questions (FAQ)

1. Can I add an emoji to the policy name?

Yes, you can use the emoji option to add an emoji to the policy name. This is purely optional but can help visually distinguish the policy type.

2 . How do I assign leave to employees for the new policy type?

 After creating the policy, you can assign it to employees either by selecting them individually or using predefined conditions, as described in the "Assign To" section of the policy settings.

 

3. Can I restrict the visibility of certain policy types for specific users?

Yes, by using the Hide for the User toggle, you can hide a policy type from specific users. This is useful for applying policies only to certain employee groups or roles.

 

4. What do the reason codes represent?

 Reason codes are predefined labels that employees can select when requesting leave. These codes help categorize the leave request for better tracking and reporting (e.g., Sick, Vacation, Emergency).
 
 

5. How do I configure the unit of leave (Day or Hour)?

During the creation of the policy, you can select either Day or Hour as the unit of leave. If Day is selected, employees can apply for leave in full-day or half-day increments. If Hour is selected, employees can request leave for specific hours, such as 1 hour, 2 hours, etc.

This functionality allows admins to define and manage different types of leave policies tailored to the company's needs. The flexibility in configuring leave types, color coding, and visibility controls helps streamline the leave management process.