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Managing leave types via the HR platform | HR only orgs

Gabriella Adelyne Alicaya
Updated
EH Content Team

Leave types allow your employees to submit time off against a pre-defined criteria. They help you track what type of leave your employees are taking and the balance they have accrued. This lets your organisation manage and report on employee leave within your business.

You can use the feature to create leave types, the policies used to accrue leave, and the employees they apply to. You can also edit a policy or type and delete a record that is no longer needed.

Important

This article is for organisations that use the HR platform as a standalone. If you are a HR and payroll connected org, please refer to this article: Managing leave categories via the HR platform | HR & Payroll connected orgs.

Availability

HR Plan:   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

Add a leave type
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the Add Leave Type button.
    screenshot of the leave settings page, with a highlight on the add leave type button
  4. Complete the following fields:
    • Leave Type Name.
    • Leave Balance Tracking.
    • Unit Type.
    • Require an end date on leave request submission.
  5. Click the Save button.
    screenshot of the add leave type modal, with a highlight on the save button
  6. To add a leave policy, complete the following fields:
    • Leave Policy Name.
    • Accrual Details:
      • Accrual Starts.
      • Amount Accrued.
    screenshot of the upper half of the add leave policy page
    • Carry Over Amount.
    • Carry Over Date.
    • Pro Rata for Part Time/Casual Employees.
    • Leave Balances for New Employees.
  7. Click the Save button.
    screenshot of the lower half of the add leave policy page, with a highlight on the save button
  8. To assign the policy 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.

  9. Click the Save button.
    screenshot of the modal where you assign the policy to employees, with the save button highlighted
Add a leave policy to an existing leave type
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the  button.
  4. Click the Add Policy button.
    screenshot of the leave settings page, with a highlight on the three dots and add policy buttons
  5. Complete the following fields:
    • Leave Policy Name.
    • Accrual Details:
      • Accrual Starts.
      • Amount Accrued.
    • Carry Over Amount.
    • Carry Over Date.
    • Pro Rata for Part Time/Casual Employees.
    • Leave Balances for New Employees.
  6. Click the Save button.
    screenshot of the add new policy page, with a highlight on the save button
  7. To assign the policy 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.

  8. Click the Save button.
    screenshot of the assign policy modal, with a highlight on the save button
Add a pro-rata leave balance
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the Actions button.
  4. Click the Edit button for the leave type you need.
    screenshot of the leave settings page, highlighting the actions and edit buttons for a leave type
  5. Tick the Pro Rata for Part Time/Casual Employees checkbox.
  6. Click the Save button.
    screenshot of the edit leave policy screen, with a highlight on the pro rata and save buttons
  7. Click the Confirm button.
    screenshot of the edit confirmation pop up
Enable a disabled leave type
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Toggle the Disabled button on for the leave type you want to enable.
    screenshot of the leave settings screen, with a highlight on the disabled toggle switch
  4. Click the Enable button.
    screenshot of the confirmation pop up to enable a disabled leave type

Daily activities

Assign employees to a leave policy
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the Actions button.
  4. Click the Assign button.
    screenshot of the leave settings page, highlighting the actions and assign buttons for a leave type
  5. To assign the policy 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.

  6. Click the Save button.
    screenshot of the modal where you assign the policy to employees, with the save button highlighted

Editing data

Edit a leave type
    1. Click the   Settings menu.
    2. Under Payroll Settings, click the Leave Settings submenu.
    3. Click the  button.
    4. Click the Edit button.
      screenshot of the leave settings page, with a highlight on the three dots and edit buttons
    5. Make the required changes.
    6. Click the Save button.
      screenshot of the edit leave type modal, with a highlight on the save button
Edit a leave policy
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the Actions button for the leave type you want to edit the policy of.
  4. Click the Edit button.
    screenshot of the leave settings page, highlighting the actions and edit buttons for a leave type
  5. Make the required changes.
  6. Click the Save button.
    screenshot of the edit leave policy screen, with a highlight on the save button
  7. Click the Confirm button.
    screenshot of the edit confirmation pop up

Removing data

Disable a leave type
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Toggle the Enabled button off for the leave type you want to disable.
    screenshot of the leave settings page, with a highlight on the enabled toggle switch
  4. Click the Disable button.
    screenshot of the pop up confirmation to disable a leave type
Delete a leave type
    1. Click the   Settings menu.
    2. Under Payroll Settings, click the Leave Settings submenu.
    3. Click the  button.
    4. Click the Delete button.
      screenshot of the leave settings page, with a highlight on the three dots and delete buttons
    5. Click the Delete button in the pop-up.
      screenshot of the delete confirmation pop up, with a highlight on the delete button
Delete a leave policy
  1. Click the   Settings menu.
  2. Under Payroll Settings, click the Leave Settings submenu.
  3. Click the Actions button for the leave policy you want to delete.
  4. Click the Delete button.
    screenshot of the leave settings page, highlighting the actions and delete buttons for a leave type
  5. Click the Delete button in the pop-up.
    screenshot of the delete confirmation pop up, with a highlight on the delete button

Related content

You have now updated your organisation's leave types and are wondering what to do next. There are two recommendations I would make on this front, and they are:

Related to:

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