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The new Time Off Settings Page

Updated

Time off settings now use two separate tabs: one for time off categories and one for time off policies. You can create a category first and add policies to it afterwards. You can also create a policy on its own, without starting from a category.

The new layout shows more information in each list. Categories and policies display key details at a glance, and the forms are larger, so there is more room to complete each field.

Time off categories

The Categories tab lists every time off category in your organization. Each row shows the category's entitlement type, unit type, policy count, visibility, calendar color, and status.

Column What it shows
Category name The name of the time off category.
Entitlement type Entitlement or Non Entitlement.
Unit type The unit used to track the category, such as Hours, Days, or Weeks Per Year.
Policies The number of policies attached to the category. Non Entitlement categories show N/A.
Visibility Managed by policy, or All employees.
Calendar The colour that represents the category on the time off calendar.
Status Enabled or Disabled.

Create a time off category

  1. Log into your Employment Hero platform, go to Settings, then under Time & Attendance card, click Time Off. 
  2. On the Categories tab, click the Add category button.
  3. Complete the following fields:
    1. Time off type name.
    2. Time off category colour: This colour shows the category on the time off calendar.
    3. Time off balance tracking: Choose Track balance accruals and time off taken or Only track time off taken.
    4. Unit type: Choose Hours, Days, or Weeks.
    5. Optional settings: Return to work form, notes required, document requirement, reason required, sensitive, prevent negative time off balances, available to create from shift, and payment setup.
  4. Click the Save button.

    Helpful hint: A category with an entitlement needs at least one policy to set its rules. See Add a time off policy below.

Optional settings

Setting What it does
Return to work form Adds a return to work form to the category.
Notes required Requires comments when an employee submits a time off request.
Documents Sets the document requirement for a request, optional or required.
Reason required Requires a reason when an employee submits a request.
Sensitive When selected, managers see a generic category name, and the reason, comment, and related notes show as N/A.
Prevent negative time off balances Stops time off balances from going below zero.
Available to create from shift Lets employees create this time off from a shift.
Payment setup Sets whether you pay employees for this time off type, such as Paid Time.

Time off policies

The Policies tab lists every time off policy in your organization. Each row shows the policy's category, entitlement type, tiers, carry over and forfeiture rules, and the number of employees attached.

Column What it shows
Policy name The name of the policy.
Category name The time off category the policy is tied to.
Entitlement type The entitlement type, such as Entitlement based.
Tiers The number of tiers in the policy.
Carry over Whether unused time carries over, such as None, Unlimited, or a set number of days per year.
Forfeiture Whether carried over time is forfeited, such as No forfeiture or a fixed amount.
Employees The number of employees attached to the policy.

Use the search field and the Category name and Status filters above the table to narrow the list. Select Reset to clear them.

Create a time off policy

You can create a policy on its own. You don't need to create the category first.

  1. Log into your Employment Hero platform, go to Settings, then under Time & Attendance card, click Time Off. 
  2. Click on the Policies tab.
  3. Click the Add policy button.
  4. Use the dropdown to select the Time off category this time off policy should be added to. 
  5. Complete the following fields:
    1. Time off policy name.
    2. Accrual details: Accrual starts and Amount accrued.
    3. Carry over amount and Carry over date.
    4. Pro-rated for part-time/casual employees.
    5. Time off balances for new employees.
  6. Click the Save button.
  7. To assign the policy to employees, drag their names from the Available column to the Selected column. You can also click the double right arrow (>>) button to move all available employees at once.
  8. Click the Save button.

Connect categories and policies

Categories and policies are set up on separate tabs, but they stay linked.

  • A category with an entitlement needs at least one policy to set its entitlement rules.
  • To see a category's policies, select the policy count for that category on the Categories tab. The Policies tab opens and shows that category's policies.
  • Non Entitlement categories show N/A in the Policies column and don't need a policy.

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