Admin - Edit Policy

Step 1: Navigate to the "Time Off" Tab

1. Log in to your Admin account: Use your admin credentials to access the system.
2. Go to the "Admin menu → Time Off tab: From the dashboard, navigate to the section for managing employee time off. This is typically under employee management or policies.
3. Select the "Time Off" Tab: In the Time Off management section, select the "Manage" tab to access the policy creation and editing interface.

Step 2: Select the Time Off Policy to Edit

1. Find the Policy to Edit: From the list of existing policies, locate the time off policy you wish to modify.
2. Click on the Policy Name: Select the policy you want to edit, which will open its configuration details.

Step 3: Modify the Policy Name

1. Edit Policy Name:
   • Change the name of the policy if needed. Ensure the new name accurately reflects the purpose of the policy (e.g., Sick Leave or Vacation Leave).
   • Optionally, add an emoji to the policy name for easy identification (e.g., Sick Leave 🏥).

Step 4: Update the Allowance Entitlement

1. Allowance Type: Choose between:
   • Base Allowance (Annual): A fixed number of days allotted annually (e.g., 33 days).
   • Unlimited: Employees can take unlimited time off, subject to approval.
2. Allowance (Annual): If using Base Allowance, enter the annual number of days allotted for leave (e.g., 33 days).
3. Accrual Cycle: Select whether the time off will follow an Existing Accrual Cycle or a New Accrual Cycle.
4. Balance Closing Frequency: Choose whether the leave balance will reset Annually or Monthly.
5. Accrual Timing: Select when the employee’s balance increases:
   • At the start of the cycle: Balance is updated at the start of the cycle.
   • At the end of the cycle: Balance is updated at the end of the cycle.

Step 5: Adjust Proration Settings

1. Prorated Allowance: Prorating ensures employees receive a proportionate amount of time off when 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, while Working Days excludes them.
2. What happens on hire?: Adjust how time off is allocated when a new employee joins:
   • Prorate from Date of Joining: The employee receives a proportionate amount starting from their join date.
   • Grant the full cycle’s Base Allowance: The employee receives the full allocation of time off, regardless of the join date.
3. What happens on termination?: Modify how time off is handled when an employee exits:
   • Prorate up to Date of Exit: The employee gets a prorated amount based on their exit date.
   • Grant the remaining Base Allowance: The employee receives the full remaining balance.

Step 6: Configure Balance Limits

1. Carryover Limit: Set if unused days can be carried over into the next cycle (e.g., up to 2 months).
2. Carryover Expiration Date: Define when carried over days expire (e.g., after 2 months).
3. Maximum and Minimum Balance: Set limits for the maximum and minimum balance of time off:
   • Maximum Balance: The maximum number of days an employee can accumulate (e.g., 30 days).
   • Minimum Balance: The minimum allowed balance, ensuring that employees cannot go below a certain number of days (e.g., -10 days).

Step 7: Edit Probation Period Settings

1. Duration: Adjust the probation period for new hires (e.g., 1 month).
2. Minimum Balance Limit: Set whether the balance during probation is the same as after or if it will be Custom.
3. Probation Allowance: Define the number of days allowed during probation (e.g., 5 days).
4. Requests Blocked During Probation: Enable the option to block newly hired employees from submitting requests during their probation period.

Step 8: Modify Allowance Increase Settings

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

Step 9: Review and Save Changes

1. Review the Updated Settings: Check all fields to ensure that the changes align with company policies.
2. Click Save: After reviewing the updates, click Save to apply the changes.

Step 10: Update Request Settings

1. Policy Type Restrictions: Set additional restrictions, such as limiting requests to Prorata Monthly for specific employees.
2. Minimum Request Time: Define the minimum amount of time an employee can request (e.g., half-day or full day).
3. Description: Set whether the request description is Optional or Mandatory.
4. Attachment: Choose whether submitting an attachment is Optional or Mandatory.

Step 11: Adjust Notification Settings

1. Enhanced Notifications: Set up notifications for both employees and managers:
   • Notify employees after their leave request is submitted, approved, or declined.
   • Inform managers when a new leave request is submitted, cancelled, or edited.
   • Notify approvers after their decision on leave requests.
2. Unused Balance Warning: Enable a warning for employees when their unused leave balance is about to be lost.
3. Continuous Time Off Notifications: Set up alerts for managers when employees take continuous time off, especially when combined with weekends or holidays.