Before allocating time off allowances to employees, you need to setup and configure time off types. These are rules which govern how each type of leave can be used by the employee in accordance with your policies and procedures.
- Time off type - Name of the time off;
- Description - A brief description giving employees more information about this time off type;
- Parent - If you would like this type to be housed within an existing time off type select the parent from the list;
Calendar color - You can select a color for each time off type by using the color picker or entering a hex code. Please note, when time off types are only partially visible on the public calendar (covered further down), the color will always default to blue for employees/line managers to help with data privacy.
E.g. if you selected a "Green" color for "Compassionate leave" but had it set up so that employees could only see that Joe Bloggs is out of the office, with no reason shown, the calendar color would default to blue for other employees who can see this, as if they'd taken compassionate leave themselves and recalled it was green, they might work out that another employee is absent for this reason.
Deduct from holiday allowance - This determines if you want your employees to have one type of time off for which they are allocated an allowance or, more than one type, or various types where there are no allowances.
- For example, if you give your employees a single timeoff allowance of 20 days per year, you should choose "Summary" as this gives them one allowance from which to draw down timeoff from.
- If you give your employees more than one allowance (for example, 15 days holiday and 5 days sick leave) then you should choose Individual as this allows you to enter a timeoff allowance per type for each employee.
- If you have additional types which do not carry any allowance then you should set "Deducting" to 'No'. This means there is no allowance allocated to the employee.
- Click here for more information on the types of deducting from holiday allowance.
- Maximum limit - If this is enabled, there will be a specified maximum duration set for any time off of this type. You can allow HR and/or managers to override this;
- Time off in lieu - Do you want to use this time off type as time off in lieu? (if enabled)
- Paid - Should the employee be paid for time off booked under this type?
- Authorized - Used to report on time off patterns. If the time off can be pre-approved in advance, set this to 'Yes', but for something like unauthorized absence, choose 'No'.
- Balance able to be carried over? - If set to 'No', any balance against this type will not get carried over when you run the automated carryover process;
- Attachment(s) - You have the choice to either make this optional or mandatory, or none;
- Return to work required - a process where employees may be required to complete a return to work interview after certain types of time off and the duration of the time off type. This is most often applicable when "Authorized" is set to 'No';
- Self certification required - Send a custom form to employees. Once they return from this instance of absence, the employee will be able to complete a form and return this to the manager/ HR;
- Hidden type - Hidden types do not get to be displayed on any calendars, and is not shown to employees in Self-Service. However, they are visible to HR, Admin, and managers. This setting is commonly used for balance adjustments, which do not need to be visible to employees. Any type set to hidden will be set to 'No' for bookable and 'No' for public calendar by default regardless of what settings you choose for these options;
Viewable on public calendar - If you have set your calendar to public (i.e. everyone can see everyone else's time off) then you can determine what is shown for this type. The options are:
- Yes fully visible - Everyone will see the employee's name and the name of the time off type e.g. Joe Bloggs, Annual Leave;
- Yes but no reason shown - Useful to show that a specific employee is out of the office but the name of the time off type will not be visible on the public calendar. E.g. for Sickness ailments or antenatal appointments which the employee wouldn't want shared across the company;
- No - Nothing is shown on the public calendar when then employee books this time off type.
- Bookable by employees - Can the employee see this time off type when they request time off? For example, this can be used for things like discretionary leave where you can add this via the time off module but the employee cannot see or book this;
- Classify as out of office - If you would like to display on their Employee File that they are out of office;
- Show in quick launch
- Restrict access
- Limit access by site - If left blank, all sites have access;
- Limit access by company - If left blank, all companies have access.
Troubleshooting Top Tip: If you get into a muddle with time off types, on the main time off types page there is a troubleshooter section at the bottom which allows you to see the overall impact of your choices for time off types and highlights any conflicts which may have occurred.