Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR classic plans: Standard, Premium, Platinum
Available for the following user access levels: Admin, Owner
The Overlapping Time Off Rules feature allows admins to configure rules that limit the maximum number of employees who can be on time off at the same time. This helps ensure teams remain adequately staffed while time off requests are being submitted.
How the feature works
Overlapping Time Off Rules let you:
- Define the maximum number of employees allowed to be on time off at once.
- Apply the rule to either the entire organisation (Everyone) or a specific team.
- Optionally restrict the rule to employees with a specific active certificate.
If an employee tries to submit a time off request that exceeds the defined limit:
- Employees will see a block message and cannot submit.
- Admins will see a warning message but can still proceed.
- These validation rules apply to both web and mobile submissions of time off requests.
Getting started
- Navigate to Settings > Time Off > Validation Rules.
Note: For some organisations, Time Off Settings are managed through payroll. In these cases, the feature will be available directly in the Settings page named "Time Off Restrictions".
- Click Add Rule.
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In the modal, complete the fields:
- Member Threshold: Set the maximum number of employees allowed on time off at once.
- Members Filter: Choose Everyone or select a specific team/group from the dropdown.
- Active Certificate: Choose None or select a specific active certificate from the dropdown.
- Click Save to apply the rule.
- To edit a rule, click the pencil icon next to the rule in the settings table.
- To remove a rule, click the bin icon.
Triggered rules messages
When an employee tries to submit time off that breaches a rule, they'll see:
"There are {X} other team members already on time off during these dates. Please adjust your request or contact your administrator."
They will not be able to submit until the request is changed.
When an admin or employees with the permission access submits time off that breaches a rule, they'll see:
"There are {X} other team members already on time off during these dates. You may proceed if approval is still required."
Admins or employees with the permission access can continue with the submission if necessary.