Setting up time off policy types is the first thing you need to do to make sure all your employees can easily see how many days they are allowed to take off work.
Time off policy types are general categories of reasons for approved absence from work, for example “Sick” or “Holiday”.
Each policy type contains one or more time off policies - the detailed rules for that policy type, for example 20 sick days a year.
For detailed definitions see Policy type and policies.
How to set up a policy type
Note: A number of policy types are pre-generated by the system. You can choose to add more policy types and/or edit the existing ones.
- From the left menu, select Setting > Time off.
- Click + New policy type.
- Enter a Name for the policy.This will be displayed to employees.
- From the Unit dropdown menu, select Days or Hours.This is how the balance will be tracked and displayed.
- From the Activity Type dropdown menu, select from the following:
- Working: the policy applies when the employee is working, such as work from home.
- Not working paid: the policy applies when the employee is not working but paid, such as holiday or sick days.
- Not working unpaid: the policy applies when the employee is not working and not paid, such as unpaid leave.
- From the Booking dropdown menu, select Any Day or Work days only.This defines whether non-working days such as weekends will be deducted from the balance, e.g. if an employee requests time off from a Thursday to a Monday inclusive.
If Hours was selected from the Unit dropdown menu then Work days only will be preselected and cannot be changed.
- From the Request Override section, select whether an employee is able to make a new time off request that will override an existing request if some days overlap.
- Add one or more Reason Codes (optional).These allow employees to select a predefined reason for requesting time off, e.g. a reason for requesting a sick day could be “injury” or “Covid”.|
- Click Set list.
- Click +Add, enter the reason code and click the grey Save button.To add multiple reason codes click Add again and save each one.
- Click the orange Save button.
- Click Save.
Note: These definitions will apply to all policies under this policy type.
How do I edit a time off policy type?
You can edit any saved policy type by clicking the three dots on the right of the policy type name and selecting Edit. All fields can be edited except for Unit. If the unit needs to be changed, you need to create a new policy type and new policies for this type.
Can I delete a time off policy type?
Any policy types you have set up can be deleted.To delete a policy type click the three dots on the right of the policy type name and select Delete.
Why would I want to allow Request Override?
By default, request override is not allowed, but it can be switched on for policy types with the activity type set to Working. This is useful for allowing booking of a sick leave while traveling for work, or for booking holiday time during a full week of working from home.
How do I review a new policy type?
When a new policy type is set up it is added to the bottom of the list of cards in the Policy types tab. Each policy type card can be minimized and expanded:
- Minimized: This is the default state. It shows the policy type name and its color (which is set automatically by the system).
- Expanded: Clicking on a policy type expands the card. This shows basic parameters about the policy type as well as total policies that were created for this policy type.
Note: To change the order, click and drag the policy type.
Once you’ve set up the policy types, you’ll then need to configure the various Time off policies for each type. See: Setting up and managing time off policies.