A ‘policy’ is the a collection of rules which govern a type of leave. With bob you can add as many holiday policies as you need for your organisation. Before we create a policy, a note on what types are.

Policy Types


Policy Types help bob to 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 assigning someone two holiday policies, for example. Some examples of policy types are: 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.

*Create your policy types first, then start adding policies to each type.

Creating a Policy

To add a policy, click the three dots next to the type you would like to add it under.

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

Policies are made up of the following components:

  • Name - something to help you identify this specific policy
  • Policy type - the type you created the policy under
  • Default for new joiners - 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 - more on this below
  • 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?
  • 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 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). Annual grant is not earned by accrual, 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 bar one are the same, you'll need to create them as separate policies. Make sure to give them clear names!

Well done, you've just made your first holiday policy. Now you can create the rest, or assign them to employees.

You're done setting up and configuring your leave policies!

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


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


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