A policy is a collection of rules that govern a type of leave. With bob, you can add as many holiday policies as you need for your organization. 

Policy Types

Policy Types help bob group policies when assigning and reporting on leave. You can have as many policies per type as you like, but a person can only be assigned one type of policy at a time. This stops you from, for example, assigning someone two holiday policies. Examples of policy types include: holiday, work from home and sick.

When creating a type, choose whether you want employees to accrue time off in days or hours. Employees will see the unit chosen here when viewing their Time Off. 

If you'd like to allow employees to request time off in hours, select "hours" for the accrual Unit, and "full hours" in the Minimum time to request field.

When configuring Time Off policies, you should create your policy types first before adding policies to each type.

Creating a Policy

To add a policy, click the three dots next to the desired policy type.

The popup will take you through a series of steps to guide you through the process. 

Policies are made up of the following components:

  • Name - identifies the specific policy
  • Policy type - the type you created the policy under
  • Default for new hires - switch this on for the most common policies assigned to new joiners to save time during the new hire process
  • Require approval - do requests on the policy need to be approved?
  • Privacy - people on a private policy won't be shown as "out"
  • Allowance type - earned allowance, unlimited allowance, or annual grant
  • Allowance - the number of days given
  • Cycle start - defines when the holiday year begins
  • Pro rate for part timers? - for hourly policies only, this will calculate the allowance based on the % worked in the user card 
  • Carry over - do you allow it and how much?
  • Set Carry Over Expiration for Annual Cycles – check to enforce expiration of carry over time
  • Select Number of Months – Set the expiration interval. Any days the user will book will be discarded once the expiration interval is over
  • Time off by YOS - allow extra days to be given based on the employee's tenure

Allowance Types

Earned allowance

If your employees accrue their leave over a period of time, you'll need to use this type. When selecting this type, you need to tell bob whether you want the full balance available to the employee at the start of the holiday cycle, or given to them as it is accrued. An example of this might be a holiday policy.

Policies in days: 

Policies in hours: 

If this is an hourly policy, you can set the allowance to pro rate automatically for part timers. This will take the allowance and give the correct proportion of it to employees based on the % worked. The % worked is calculated from the work pattern set in the User Card > Employment. 

Unlimited allowance

No surprises here: the employee is given an unlimited allowance. An example of this might be a sick policy..

Annual grant

Not to be confused with earned allowance (given in advance). An annual grant is not earned by accrual; rather, it is a fixed number of days given to the employee each year. An example of this might be a birthday day off holiday policy. 

Remember that you'll need to create a policy for each set of conditions. If you have two policies where all the conditions are the same except one, you'll still need to create them as separate policies. Make sure to give your policies clear names!

Now you're ready to assign policies to your employees so they can request leave. See how here.

That's it! 

Need more help? If you're unsure about anything please send us a message through the chat icon below.

Did this answer your question?