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Admin – Add Time Off Policy

Summary

Admins have the ability to create and manage time off policies for employees through the "Manage Time Off" tab. This feature allows admins to define the scope of the policy (whether it applies to all employees or specific users), configure the allowance system (such as base days, carryover limits, and accrual cycles), and set up important conditions like approval workflows, probation periods, allowance increases, and notification alerts.
These settings help streamline the management of time off requests, ensuring compliance with company policies while providing clarity to both employees and managers.

In this article

  • Before you begin
  • Step 1: Navigate to the "Manage" Tab
  • Step 2: Add a Time Off Policy
  • Step 3: Set Allowance Entitlement
  • Step 4: Define Proration Settings
  • Step 5: Configure Balance Limits
  • Step 6: Setup Probation Periods
  • Step 7: Finalize Allowance Increase Settings
  • Step 8: Review and Save
  • Step 9: Configure Request Settings
  • Step 10: Set Up Notification Settings

Before you begin

  • Admin Permissions: Ensure you are logged in as an admin, as only admins have the necessary permissions to access the time off management section and create policies.
  • Company Time Off Structure: Have a clear understanding of the company’s time off rules and structure before creating or editing policies. This includes knowing the standard allowance, the carryover limits, and specific rules regarding accrual and proration.
  • Policy Requirements: Be prepared to define the policies based on factors like employee classification (e.g., full-time or part-time), specific groups, or organizational needs (e.g., probation periods, annual allowances, etc.).

Step 1: Navigate to the "Manage" Tab

  1. Log in to your Admin account: Access the system with your credentials.
  2. Go to the "Manage Time Off" Page: From the dashboard, look for the section that allows you to manage employee time off. This is typically located under employee management or policies.
  3. Select the "Manage" Tab: In the Time Off management section, select the "Manage" tab to open the policy creation and editing interface.

Step 2: Navigate to the "Manage" Tab

  1. Click on "Add Time Off Policy": This will open a sidebar or modal window where you can configure the details of the new policy.
  2. Policy Name: Enter a descriptive name for the time off policy (e.g., Annual Leave Policy, Sick Leave Policy). This helps easily identify and differentiate between different policies.
  3. Assign To: You can choose whether the policy applies to:
    • All Employees: This will apply the policy to all users in the system.
    • Select by Name: This allows you to manually select specific employees. Once you select this option, a new field will appear where you can enter or choose employees to assign the policy.
    • Select By Condition: This option allows you to assign the policy based on specific employee conditions or criteria. For example, you can assign time off policies to employees who have been with the company for a certain number of years, are part of a particular department, or meet any other condition predefined by the system.
    • How it works: When you select "Select By Condition", a set of filters or conditions will appear. These conditions might include things like:
      • Employee Type (e.g., full-time, part-time)
      • Department (e.g., Sales, HR)
      • First Name
      • Last Name etc,
      • This feature allows you to target specific groups of employees based on dynamic conditions without having to select each individual by name.
  4. Visibility: Set whether the policy should be Public (visible to all employees) or Private (accessible only to specific roles such as managers or HR).
  5. Approval Required: Choose if the policy requires approval before the time off can be granted. You can enable the option and select:
    • Manager’s Approval: For approval flow based on managers.
    • Custom Approval Flow: For a more customized flow where multiple levels of approval or specific rules can be applied.

Step 3: Set Allowance Entitlement

  1. Allowance Type: Choose between two options:
    • Base Allowance (Annual): A fixed number of days allotted annually (e.g., 33 days).
    • Unlimited: Employees can take unlimited time off, subject to approval or availability.
  2. Allowance (Annual): Enter the number of days allotted annually if the Base Allowance option is selected. This is the total number of days available to an employee for the policy’s duration (e.g., 33 days).
  3. Accrual Cycle: Decide whether the time off is based on an Existing accrual cycle or a New accrual cycle. This dictates how time off is accrued over the year.
  4. Balance Closing Frequency: Choose between Annual or Monthly. This determines whether the balance resets annually or at a fixed time each month.
  5. Accrual Timing: Determine when the employee’s balance increases:
    • At the start of the cycle: The balance is updated at the beginning of the time off cycle.
    • At the end of the cycle: The balance is updated at the end of the cycle.

Step 4: Define Proration Settings

  1. Prorated Allowance: Prorating ensures that employees receive a proportionate amount of time off if they join or leave mid-cycle.
    • Which days are used to calculate proration?: Choose between Calendar Days or Working Days Only. Calendar Days include weekends and holidays, whereas Working Days Only excludes weekends and holidays.
  2. What happens on hire?: Configure how the time off is granted when a new employee joins:
    • Prorate from Date of Joining: The employee receives a proportionate amount of time off starting from their join date.
    • Grant the cycle’s Base Allowance: The employee receives the full allocation of time off, regardless of start date.
  3. What happens on termination?: Configure how time off is handled when an employee exits the company:
    • Prorate up to Date of Exit: The employee receives a prorated amount of time off based on their exit date.
    • Grant the cycle’s remaining Base Allowance: The employee receives the full remaining balance up to their exit date.

 Step 5: Configure Balance Limits

    1. Carryover Limit: Set whether unused time off days can be carried over to the next cycle. For example, employees might be allowed to carry over up to 2 months of unused leave.
    2. Carryover Expiration Date: Define when carried over days expire (e.g., after 2 months).
    3. Maximum and Minimum Balance: Define the maximum and minimum limits for time off balances. This helps ensure that employees do not accumulate excessive amounts of unused leave.
      • Maximum Balance: The maximum number of days an employee can accumulate (e.g., 30 days).
      • Minimum Balance: The minimum allowed balance, where employees cannot go below a certain number of days (e.g., -10 days).

     Step 5: Configure Balance Limits

      1. Carryover Limit: Set whether unused time off days can be carried over to the next cycle. For example, employees might be allowed to carry over up to 2 months of unused leave.
      2. Carryover Expiration Date: Define when carried over days expire (e.g., after 2 months).
      3. Maximum and Minimum Balance: Define the maximum and minimum limits for time off balances. This helps ensure that employees do not accumulate excessive amounts of unused leave.
        • Maximum Balance: The maximum number of days an employee can accumulate (e.g., 30 days).
        • Minimum Balance: The minimum allowed balance, where employees cannot go below a certain number of days (e.g., -10 days).

      Step 6: Setup Probation Periods

      1. Duration: Set the length of the probation period for new hires, typically measured in months (e.g., 1 month).
      2. Minimum Balance Limit: Choose whether the balance limit during the probation period is the same as after probation or set a Custom limit.
      3. Probation Allowance: Define the number of days allowed during the probation period (e.g., 5 days).
      4. Requests: Enable the option to block newly hired employees from submitting requests during their probation period.


      Step 7: Finalize Allowance Increase Settings

      1. Years of Service: Enable Allowance Increases based on years of service:
        • Grant additional days off based on the number of years the employee has been with the company.
        • Extra Day(s): Define how many extra days will be granted based on years of service (e.g., 1 year = 2 extra days).
        • Carryover Limit: Decide if carryover limits change with the number of years of service.
        • Increase Type: Choose whether the increase is Manual (entered manually) or Proportional to Base Entitlement (calculated automatically based on the base allowance).
        • Example: For 1 year of service, an employee would have 35 days of time off (33 base days + 2 extra days).
      2. Allowance Increase Example: For employees with 1 year of service, they will have a total of 35 days of time off, with a carryover limit of 2 days, and a maximum balance of 31 days.

      Step 8: Review and Save

      1. Review your policy settings to ensure all fields are correctly configured and aligned with company policies.
      2. Click Save to finalize the policy and apply it to the selected employees.

      Step 9: Configure Request Settings

      1. Policy Type Restrictions: You can set additional restrictions on the policy type, such as limiting requests to Prorata Monthly for certain users.
      2. Minimum Request Time: Define the minimum length of time an employee can request, such as a half-day or full day.
      3. Description: Choose whether the description for the request option is Optional or Mandatory.
      4. Attachment: Set whether submitting an attachment is Optional or Mandatory for leave requests.

      Step 10: Set Up Notification Settings

      1. Enhanced Notifications: Configure notifications for both employees and managers:
        • Inform employees after their leave request is successfully submitted, approved, or declined.
        • Notify managers when a new leave request is submitted, cancelled, or edited.
        • Notify approvers after they approve or decline leave requests.
      2. Unused Balance Warning: Enable a warning to alert employees when their unused balance is about to be lost.
      3. Continuous Time Off Notifications: Notify managers when an employee takes continuous time off, especially if combined with weekends or holidays.

      Frequently Asked Questions (FAQ)

      1. Can I apply a time off policy to only specific users?

       Yes, by selecting Select by Name, you can manually assign the policy to individual users.

      2 . What does the "Allowance (Annual)" field represent?

       This defines the number of days an employee will receive annually for their time off (e.g., 33 days).

       

      3. How do I manage carryover days?

       You can set carryover limits to determine how many unused days can be carried over into the next cycle, along with setting expiration dates.

       

      4. What happens if an employee leaves the company during the cycle?

       You can choose whether the employee’s leave is prorated based on their exit date or if they receive the full remaining leave balance.
       
       

      5. How can I block new hires from submitting requests during their probation?

       Enable the block requests option during the probation period to prevent employees from submitting time off requests until the probation period ends.

      This functionality enables admins to effectively manage time off policies by ensuring employees receive the appropriate leave entitlements, maintaining compliance with company rules, and streamlining the approval and notification processes.