Time Off Policies determine how leave is accrued, tracked, and managed in the system. Administrators can create policies and configure the relevant settings for each leave type.

Administrators can also:

  • Assign policies to employees.

  • Manage and adjust leave balances.

  • Review and approve Time Off requests.

  • Monitor leave usage and available balances.

  • Generate leave balance reports.

1. Adding or Editing Time Off Policies

To create a new Time Off Policy:

  1. Click the Time Off app.

  2. Click Settings > Policies>Add

  1. Enter the policy details and configure the applicable accrual and leave settings.

  2. Click Next>Yes

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To edit an existing policy, select the policy you want to update and click Edit.

 Make the required changes, and click Save.

Note: Changes to a policy may affect employees currently assigned to it, so review the policy and its assigned employees before making significant changes.


2. Policy Field Descriptions

When creating or editing a Time Off Policy, the available fields determine how the policy works for employees. Common fields include:

  • Policy Name – The name used to identify the policy, such as Annual Leave, Sick Leave, or Family Responsibility Leave.

  • Leave Type – Defines the type of time off covered by the policy.

  • Accrual – Determines how employees earn or accumulate leave.

  • Accrual Frequency – Defines how often leave is accrued, such as monthly or annually.

  • Accrual Amount – Specifies how much leave employees receive during each accrual period.

  • Carry Over – Determines whether unused leave can be carried into the next leave period.

  • Leave Cycle – Defines the period over which the employee's leave entitlement is calculated.

  • Maximum Balance – Sets a limit on the amount of leave an employee can accumulate, where applicable.


3. Assigning or Updating Policies for Employees

Once a policy has been created, it can be assigned to the relevant employees.

  1. Go to People and select the employee.

  2. Click Time Off>Policies

  3. Select the applicable Time Off Policy.

The policy is automatically saved and assigned once selected, so no additional action is required. 

You can also update an employee's policy when their circumstances change, such as when they move to a different leave entitlement or employment category.


4. Booking Time Off Manually

Administrators can manually record time off on behalf of an employee when required.

  1. Click the People app.

  2. Select the employee

  3. Click Time Off>Overview

  4. Select Leave Type>Click Book Time Off 

  1. Enter the time off details.

  2. Add any relevant notes or supporting information.

  3. Click Save.

The time off will be recorded against the employee's leave balance according to the applicable policy.

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