Target Audience:

Admins

Starting point

Open the Settings menu (the last option from the side menu), and click on Time Off.

The first tab, labeled Policy Types, is where policy types are created and managed.

Creating a Policy Type

The first thing you want to do is set up the list of all policy types that will be used in the organisation.

In the Time Off settings: Policy type, you will see the out of the box policy types that were pre-generated by the system. You can create a new Policy Type by clicking the Add new button.

When creating a new policy type, the following information must be added.

  1. Name: which will be used when assigning policies to this policy type.

  2. Unit: whether the policy type (and all policies that will be linked to this policy type), will be tracked in Days or in Hours.

Please note: when a policy Unit is defined in Hours, an additional parameter called Minimum time to request. will show. Use this parameter to define whether for a policy type that is tracked in hours, the minimum time off interval that can be requested is Half a day or a Full hour.

3. Activity type: define whether an employee that requests time off would have the leave defined as Not working, paid (typically for paid vacation, paid sick and so on), Not working, unpaid (for unpaid leave) or Working, which means that although the employee is not on premise he is not really absent but working (for example Business Travel or Working from home).

4. Bookings: define whether an employee can book time off only on his working days or on all days (including non working days).

A policy type where Unit is in hours.

Please note: for a policy type tracked in hours, booking cannot be set to Any day because on a non working day (where the expected work duration is 0 hours), the system cannot tell how much is expected to be deducted if an employee requests a full day, half a day or several hours.

5. Request override: define whether time-off requested on policies of this type may be overridden by other time-off requests which overlap with the former request. By default, request override is not allowed, and can be switched on for policy types with the activity type set to Working. This setup is useful for allowing booking of a Sick leave during travelling for work, or for booking vacation time during a full week of Working from home.

6. Reason code: this is an optional parameter that allows you to set a list of predefined reason codes, the employee can select from when submitting a time off request. This is typically used for Sick policies, where the user needs to submit a reason for reporting in sick (such as Injury at work, Headache, Indigestion, etc).

To create a list of reason codes, click the Set list button

from the popup window Reason code list, click +Add to create a reason code.

Type the reason code and click Add to add it to the list of reason codes.

You can order the list of reason codes (that will show in the Reason code dropdown the user selects from) by dragging a reason code by click and drag a list.

You can delete a reason code by hovering on a reason code and click the trash icon.

Once the list is ready, click the Done button.

You will see that the main screen button has changed from Set list to Manage and will show the total reason codes in the list. Click Manage to add, order or delete reason codes.

In the relevant policy (that is linked to this policy type), you can set whether reporting a reason is optional or mandatory. For more details see this document under section Wizard step 4: Request and Approval.

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

Review and order the policy types

Any policy type that is created will be added at the end of the list of cards, where each card is a policy type.

The policy type card comes in two states: minimized and expanded

Minimized state: will show the name of the policy type and the policy type color (which is set automatically by the system).

Expanded state: clicking on a policy type card, will expand the card and will show basic parameters about the policy type as well as total policies that were created for this policy type.

The order of the policy as defined in this screen will be consistent all across the time off module. When an employee requests time off, the order of policy types will be based on this screen's policy type order.

To change the order of the policy types, simply click the type and drag it over other policy types.

Editing and deleting a policy type

A policy type can be edited by clicking the ellipsis at the right hand side of the card. Any policy can be edited by clicking Edit but only policy types that have no policies linked to them can be deleted (by clicking Delete).

When clicking Edit the policy type pop up screen will open (in edit mode).

All fields can be edited except from Unit. If the unit needs to be changed (from say Days to Hours), create a new policy type and new policies for this type.

For Policy types which have no policies linked to them, clicking Delete will prompt you whether you really want to delete the type.

That's it. You are now ready to configure a new policy

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