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How do I manage time off types?

Updated

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following User Access level: Admin

Time off types allow your employees to submit time off against a pre-defined criteria. They help you track what type of time off your employees are taking and the balance they have accrued. This lets your organization manage and report on employee time off within your business. You can use the feature to create time off types, the policies used to accrue time off, and the employees they apply to. You can also edit a rule or type and delete a record that is no longer needed.

Getting started

Add a time off type
  1. Log in to your Employment Hero platform.
  2. Click the Settings menu.
  3. Click the Time Off Settings submenu.
  4. Click the Add Time Off Type button.

  5. Complete the following fields:

    • Time Off Type Name.
    • Time Off Balance Tracking.
    • Unit Type.
    • Return to work form (Optional)
    • Require comments or documents on time off request submission? (Optional)
    • Other Settings
    • Payment Setup
    • Payroll Income Type

    Helpful Hint

    If you want to use the time off carry-over and forfeiture feature, you will need to select per pay run in the time off type setup. See this article for more details on how to use time off carry-over and forfeiture.

  6. Click the Save button.
  7. To add a Time Off rule, complete the following fields:
    • Time Off Rule Name
    • Accrual Details:
      • Accrual Starts.
      • Amount Accrued.
      • Accrual Happens On
    • Carry Over Amount.
    • Carry Over Date.
    • Carryover Expiry Amount
    • Prorate for Part Time/Casual Employees
    • Time Off Balances for New Employees. 
  8. Click the Save button.

  9. To assign the rule to certain employees, drag their name from the Available column to the Selected column.

    Helpful Hint

    You can click the >> button to move all employees to the Selected column.

  10. Click the Save button.
Add a time off rule to an existing time off type
  1. Log in to your Employment Hero platform.
  2. Click the Settings menu.
  3. Click the Time Off Settings submenu.
  4. Click on the Time Off Type you want to edit.
  5. Click the three dots button.
  6. Click the Add Rule button.
  7. Complete the following fields:
    1. Time Off Rule Name.

    2. Accrual Details:

      • Accrual Starts.
      • Amount Accrued.
      • Carry Over Amount.
      • Carry Over Date.
      • Pro Rata for Part-Time/Casual Employees.
      • Time Off Balances for New Employees.

      Helpful Hint

      If you want to use the time off carry-over and forfeiture feature, you will need to select per pay run in the time off type setup. See this article for more details on how to use time off carry-over and forfeiture.

    3. Click the Save button.

    4. To assign the rule to certain employees, drag their name from the Available column to the Selected column.

      Helpful Hint

      You can click the >> button to move all employees to the Selected column.

    5. Click the Save button.
Add a prorate time off balance
  1. Log in to your Employment Hero platform.
  2. Click the Settings menu.
  3. Click the Time Off Settings submenu.
  4. Click the Actions button for the time off type you need.
  5. Click the Edit button.
  6. Tick the Prorate for Part-Time/Casual Employees checkbox.
  7. Click the Save button.
  8. Click the Confirm button.
Enable a disabled time off type
  1. Log in to your Employment Hero platform.
  2. Click the Settings menu.
  3. Click the Time Off Settings submenu.
  4. Go to the time off type you want to enable.
  5. Click the three dots button.
  6. Click on the Enable/Disable toggle.
  7. Click on Enable in the pop-up window.

Daily activities

Assign employees to a time off rule
  1. Log in to your Employment Hero platform.
  2. Click the Settings menu.
  3. Click the Time Off Settings button.
  4. Click the Actions button.
  5. Click the Manage assignment button.

  6. To assign the rule to certain employees, drag their name from the Available column to the Selected column.

    Helpful Hint

    You can click the >> button to move all employees to the Selected column.

  7. Click the Save button.

Editing data

Edit a time off type
  1. Log in to your Employment Hero platform.
  2. Click the Settings menu.
  3. Click the Time Off Settings submenu.
  4. Click the three dots button.
  5. Click the Edit button.
  6. Make the required changes.
  7. Click the Save button.
Edit a time off rule
  1. Log in to your Employment Hero platform.
  2. Click the Settings menu.
  3. Click the Time Off Settings submenu.
  4. Click the Actions button on the time off type in which you want to edit the rule.
  5. Click the Edit button.
  6. Make the required changes.
  7. Click the Save button.

Removing data

Disable a time off type
  1. Log in to your Employment Hero platform.
  2. Click the Settings menu.
  3. Click the Time Off Settings submenu.
  4. Go to the time off type you want to disable.
  5. Click the Disable button.
  6. Click Disable to confirm.
Delete a time off type
  1. Log in to your Employment Hero platform.
  2. Click the Settings menu.
  3. Click the Time Off Settings submenu.
  4. Go to the time off type you want to delete.
  5. Click the Delete button.
  6. Click the Delete button in the pop-up window.
Delete a time off rule
  1. Log in to your Employment Hero platform.
  2. Click the Settings menu.
  3. Click the Time Off Settings submenu.
  4. Click the Actions button for the time off rule you want to delete.
  5. Click the Delete button.
  6. Click the Delete button in the pop-up.

Explore related content

  • How do I manage time off? This feature allows you to approve or decline employee-submitted time off requests, see your employees' time off balance and view a time off calendar, etc.
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