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Admin: Edit Policy Type

Summary

Admins can edit existing time off policies through the Edit Policy Type option. This functionality allows changes to the policy name, color code, unit of leave, activity type, reason codes, and visibility settings. Editing policies ensures that updates to leave entitlements and structures can be made smoothly as requirements evolve.
 

In this article

  • Before you begin
  • Step 1: Access the Existing Policy Type
  • Step 2: Modify the Policy Name
  • Step 3: Change the Colour Code
  • Step 4: Update the Unit of Leave
  • Step 5: Adjust the Activity Type
  • Step 6: Edit Reason Codes
  • Step 7: Toggle Visibility for Users
  • Step 8: Save Changes

Before you begin

  • Admin Permissions: Ensure that you are logged in as an admin, as only admins have permission to edit policy types.
  • Review Current Policy Structure: Be aware of the current settings of the policy type you plan to edit. This will help in making the necessary updates without unintended consequences.
  • Know the Policy Impact: Understand how the changes will affect employees who are already assigned this policy.

Step 1: Access the Existing Policy Type

  1. Log in to your Admin account: Ensure you are logged in with admin credentials.
  2. Navigate to the Policy Type Settings: From the dashboard, go to the "Policy Types" section under the Leave Management area.
  3. Select the Policy to Edit: Locate the policy type you want to edit from the list of existing policies and click on it. This will open the editing interface for that specific policy.

Step 2: Modify the Policy Name

  1. Policy Name:
    • You can change the name of the policy by simply editing the text field. Make sure the new name is descriptive and clear (e.g., Sick Leave or Vacation Leave).
    • Optionally, you can add an emoji to the policy name for better visual distinction. Use the emoji option to insert it (e.g., Vacation Leave 🏖).

Step 3: Change the Colour Code

  1. Colour Code:
    • You can change the color code for the policy type. This helps to visually distinguish policies within the system.
    • Select a new color from the color picker or input the hexadecimal color code to update the appearance of the policy.

Step 4: Update the Unit of Leave

  1. Unit:
    • Day: If you select Day, users can apply for leave in full-day or half-day increments.
    • Hour: If you select Hour, users can apply for leave based on hours, such as 1 hour, 2 hours, etc.
    • Choose the appropriate unit that aligns with your company's leave management structure.

 Step 5: Adjust the Activity Type

    1. Activity Type:
      • You can select or update the activity type for the policy from the dropdown:
        • Not Working Unpaid: Leave that is unpaid (e.g., personal leave).
        • Not Working Paid: Leave that is paid (e.g., sick leave or vacation).
        • Working: Leave that is considered working, such as compensatory time off.
      • Select the most relevant activity type for the policy based on its purpose.

     Step 6: Edit Reason Codes

    1. Reason Code:
      • You can add, remove, or update reason codes associated with the policy type.
      • Reason codes help categorize leave requests. For example:
        • Sick
        • Personal
        • Vacation
      • Edit the reason codes to meet the requirements of your organization. Ensure they are clearly defined so employees can select the correct reason for their leave.

    Step 7: Toggle Visibility for Users

    1. Hide for the User:
      • Toggle Button: This setting determines whether the policy type will be visible to employees.
        • If ON: The policy type will be hidden from employees. They will not see it when requesting leave.
        • If OFF: The policy type will be visible to employees, allowing them to choose it when submitting leave requests.
      • Use this toggle to temporarily hide a policy from the system or to restrict it to certain user groups.

    Step 8: Save Changes

    1. Review Your Updates: Ensure that all changes are correct, including the policy name, color code, unit, activity type, reason codes, and visibility settings.
    2. Click Save: After reviewing the modifications, click Save to apply the changes to the policy.

    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 optional but helps with visual differentiation of policies.

    2 . What happens if I change the unit of leave from "Day" to "Hour"?

     If you change the unit of leave to Hour, employees will be able to apply for leave in specific hours, instead of just full or half days. This is helpful for hourly workers or more flexible leave systems.

     

    3. Can I hide a policy type for certain employees?

     Yes, by using the Hide for the User toggle, you can hide a policy type from certain users. This is useful for restricting access to specific policies or for temporary changes.

     

    4. How do reason codes help?

     Reason codes are used to categorize leave requests. They ensure that employees select the correct reason for their leave and help with leave tracking and reporting. You can add as many reason codes as necessary.
     
     

    5. What does the "Activity Type" option represent?

     The Activity Type helps classify the type of leave, such as paid leave, unpaid leave, or working leave. This helps in managing how leave is recorded and processed.

    By editing policy types, admins can ensure that time off policies stay up-to-date with company changes and needs, while also making sure the system remains user-friendly for both managers and employees.