Absence policies are assigned to employees and will ultimately determine what holiday they are permitted to book in the platform, as well as any restrictions which may apply.
Step One
Navigate to the Holiday and Absence area of the platform in ADMINISTRATION mode and select the ABSENCE POLICIES tab. This will display a list of absence policies for your platform.
🚀 If you are using our new menu feature, hover over the Time Off section of the side-bar, then navigate to:
Configuration ➡️ Absence Policies
Select the ➕ next to Absence Policies and skip to step three of this guide.
One policy will have a star next to its title. This is the default absence policy which is automatically assigned when a new employee is added to the platform.
Step Two
Click the ADD button to the far right-hand side of the page. This will open the ADD ABSENCE POLICY pull-out drawer.
Step Three
Provide a title (we would recommend including the holiday allowance i.e 25 days) and a description (this is only visible to system administrators)
Step Four
Under the SETTINGS header, adjust the toggles following the guidance in the grid below.
| Default | Should be switched on if the absence policy you are creating should be applied to all new users to the system. You can only have one default policy. |
| Approval Required? | Ensures that the employee's holiday request needs to be approved by their Manger. |
| Allow Unauthorised | Allows users to book Absence Types that are set as Un-Authorised. |
| Use Hours? | Needs to be toggled on if the policy entitlement should be set in hours instead of days. |
Step Five
Populate the Number Of Days/Hours with the holiday entitlement. This is the standard entitlement that the employee will be able to use for their holiday bookings.
Maximum Number of Consecutive Days/Hours is used to determine what the maximum duration a user can request.
If your organisation allows for employees to carry over any unused leave at the end of the leave year - you can specify the Maximum days/hours allowed for Carry Over.
Step Six
If there is a standard Working Pattern and Company Holiday that should be applied with the Absence Policy, select them here. The employee will automatically inherit these.
Step Seven
If the employee's holiday requires approval from their manager, toggle on Manager Approval toggle otherwise select a Default Approver. The Additional Approver grants one additional user within the organisation the ability to approve leave requests for this absence policy.
The Additional Approver is usually an individual who sits within the organisation's HR team and can approve leave in instances when the manager is away from the business for example.
Step Eight
In the NOTIFICATION SETTINGS area, toggle on the relevant notifications. These notifications ensure that managers are notified when leave requests are submitted, and employees are notified when their leave has been approved/declined for example.
Now that the absence policy has been created, you are now able to configure additional settings including any date/time restrictions, and any length of service allowance.