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Adding a Timeoff Type

There are various settings or fields under timeoff types. Here, we will explain what each of these are outlined below:

  • Time off type - The name for this type . This name must be unique and cannot be set to "Paid Time Off" as this is is a reserved name already in use in the system;
  • Calendar color - If you want this time off type to have a specific color, you can choose the color here using the color picker or by entering the HTML HEX color. For more information on how to use the Color Picker, click here;
  • Deduct from holiday allowance - default No - click here for more information regarding deducting employee allowances;
  • Time off in lieu - default No - If you want this time off type to used to countdown Time off in lieu (if Time off in lieu is enabled);
  • Paid - default No - If you want this time off type to be paid then set to 'Yes'. This is not actually used by HRWize but is provided for reporting purposes for payroll and so on;
  • Authorized - default No - Used to indicate if a time off type has been pre-authorized;
  • Deduct deducting type - default No - This option is used to determine if this time off type should be used for the deduction of mandatory company holidays. Please note that this option will only show if you have set Company Holidays to Mandatory, and no other type currently is set to be used for the deduction of mandatory company holidays;
  • Return to work required - default No - If you require your staff to complete a return to work process such as an interview on returning from an unauthorized absence, set this to 'Yes'. If set to 'Yes', all time off entries of this type will be highlighted in red in Time off module until the process is completed.
  • Self Certification required - default No - If you require your staff to complete a self certification following an instance of unauthorized absence then set this to 'Yes';
  • Shutdown Type - default No - If you are using company Shut Down days within your Holidays section, set this to 'Yes' for the time off type you wish these to be deducted from;
  • Display in summary - default No - If you are using a summary time off type and wish for your time off types allowance to be rolled into the summary type, set this to 'Yes'.
  • Bookable by employees - default Yes - Indicates if a time off type is selectable by employees booking time off via Self-Service. Regardless of what this is set up, administrators will be able to choose all time off types when entering Time off via the main Time off module;
  • Viewable on public calendar - default Yes fully visible - If you have set your Company Calendar to public (Administration > Company > Settings > Display settings) then, by default, the employee name and time off type are displayed on the calendar. If you choose 'No' for this option, no time off events of this type will show on the public calendar. If you choose, 'Yes but no reason shown', this will show the dates and the employee name, but the time off type will not be shown. This only applies to employees view - administrators will still be able to see all data regardless of what this is set to.

Editing time off types

When editing time off types, the settings shown above are also used, but there are an additional settings which are explained below:

  • Time off type - update time off - When editing a time off type name, by default, the existing time off in the system booked using that time off type will remain at the old value. If you want to update the name of existing time off requests and time off allowances already made using this name, you should tick this box, and submit all current requests using the old name. This will change to the new name.
  • Deduct from holiday allowance - transfer balances -  If while updating a time off type you change its deducting type from Pool to Individual or Individual to Pool and tick this box, this will move the time off allowances for employees. If you change from 'No' to either of the deducting values, this will have no impact.
    • If you change from Individual to Pool, this will delete all time off balances for all employees using this type in the multiple allowances table and move the current value to the normal holiday allowance. If you have more than one type set to Individual, then you should only do this once as each time it will overwrite the holiday allowance value.
    • Please Note - This cannot be reversed. Please use with caution!
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