Time off policy types are the first things you need to set up to make sure all your employees can easily see and manage the days/hours they are allowed to take off work.

What is a time off policy type?

Time off policy types are general categories of reasons for approved absence from work, for example, “Sick” or “Holiday.” 

Each policy type is associated with one or more time off policies - a set of detailed rules.

For example, a Sick policy type for the UK office could allow 20 sick days a year, accrued annually, while a Sick policy type for the Israel office could offer 25 sick days a year, accrued monthly.

To learn more, see Getting started with policy types and policies.

Note: Once you've set up time off policy types you'll need to set up one or more time off policies for each type and then assign each employee to a time off policy.

How to set up a policy type

FYI: 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. 

  1. From the left menu, select Setting > Time off.
  2. Click + New policy type.
  3. Enter a Name for the policy.
    This will be displayed to employees.
  4. From the Unit dropdown menu, select Days or Hours. This is how the balance will be tracked and displayed.
    Example of units

    In a Policy Type set as Hours, each policy amount will be handled in hours, such as annual allowance and carry-over amount.

  5. From the Activity Type dropdown menu, select in which situations the policy applies: WorkingNot working paid or Not working unpaid.
  6. From the Days that can be requested dropdown, choose which days to deduct from someone’s balance when they request time in the policy.
    Select Any Day or Work days only.

    This defines whether non-working days such as weekends and bank holidays will be deducted from the balance. E.g. If an employee requests time off from a Thursday to a Monday inclusive.

    Note: If Hours was selected from the Unit dropdown menu then Work days only will be preselected and cannot be changed.

    • If Work days only is selected, check the Let people request paid stat/bank holidays to allow employees to request time off on working days which are considered paid time off. 

      When checked, time off requested on those dates will not deduct any days/hours from the employee's balance.

      This can be useful for managers of customer facing teams who need to know how many team members will be working on a national holiday. 

      Note: This is available only if a single day or part of a day is requested.

  7. 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.
  8. Add one or more Reason Codes (optional).
    • 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.
  9. Click Save.

Note: These definitions will apply to all policies under this policy type.

FAQs

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 the booking of 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. 

Tip: 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.