Time Off Policies

For Admins & Managers

Customizable Time Off policies ensure that your business remains compliant with your local labor laws and regulations.  Once created, Time Off policies allow you to seamlessly assign vacation/sick time entitlements to your Employees, and are a solution for managing time off requests and policies.

⚠️ Prerequisites

⚠️ Access to this feature may require an upgrade from your existing plan.

⚠️ Managers/Assistant Managers require permissions: Can create time off policy.

⚠️ Managing Time Off policies is only available on the web app. 

⚠️ To assign a policy, Employees must have a hire date set within their employee profile.


Add Time Off Policies 

  1. Login as an Admin.

  2. In the left navigation bar, head to Settings > Company Settings (or, click on your profile icon > Company Settings).

  3. Select the Time Off tab:



  4. Under the section Policies > click + Create Policy:



  5. Fill in the details for the Time Off policy:



  6. Depending on your choice of Accrual Type, you'll be able to customize the policy even further.

    Here's an example of a time off policy with a Fixed time off accrual type:

       
    • To enable Automatically prorate new employees based on start date, means that the amount of time off days allocated to the employee is calculated according to when they started working. Instead of providing a full year's worth of time off from the beginning, the system adjusts the accrual of time off based on the employee's start date.

      For example, if an employee is entitled to 20 days of PTO per year, and starts halfway through the year, the proration would mean they would receive only 10 days for the remainder of that year.

    Here's an example of a time off policy with an Hourly accrual type:


       
    • Maximum accrual: the maximum accumulation of paid time for an employee within a given calendar year.
    •  
    • Maximum carryover: the maximum accumulation of paid time that an employee can transfer to the subsequent calendar year.
    •  
    Here's an example of a time off policy with an Unlimited time off accrual type:



  7. When you're done, hit Save.

Now that you have created your policy, you can view and manage it from your Company Settings > Time Off page:


Edit/Delete Time Off Policies

Use the dropdown menus to see how you can manage your policies:

Edit a Time Off Policy
  1. Login as an Admin or Manager/Assistant Manager with permissions.

  2. In the left navigation bar, head to Settings > Company Settings (or, click on your profile icon > Company Settings) > Time Off tab.

  3. Click the pencil icon Screen Shot 2022-10-28 at 9.54.21 PM.pngnext to the Time Off Policy:



  4. Make any necessary edits. 

  5. Click Save to complete these changes.

  6. Repeat steps 1-5 to add more Policies.
Edit Remaining Hours
  1. Login as an Admin or Manager/Assistant Manager with permissions.

  2. In the left navigation bar, head to Team > click on an Employee's name to expand their profile.

  3. Select Time off :



  4. Click the More Options Screen Shot 2022-12-01 at 5.26.25 PM.png icon next to the Time Off Policy.


  5.  Select Edit policy hours: 



  6. Enter the number of hours you would like to add/subtract from the Employee's Time Off balance:



  7. Click Add to complete these changes.
Delete a Time Off Policy
  1. Login as an Admin or Manager/Assistant Manager with permissions.

  2. In the left navigation bar, head to Settings > Company Settings (or, click on your profile icon > Company Settings) > Time Off tab.

  3. Click the More Options icon Screen Shot 2022-12-01 at 5.26.25 PM.png  next to the Time Off Policy:



  4. Click Delete policy:



  5. Note the implications of deleting a Time Off Policy and type DELETE :

     ⚠️ Deleting a Time Off Policy is a permanent action and cannot be undone. This will (1) unassign all employees from this policy, and (2) delete any remaining time off balances under this policy.  


  6. Click Delete to complete these changes.

Assign Time Off Policies

When assigning Time Off Policies to your Employees, you'll have the option to:

Assign a Time Off Policy from an Employee Profile
⚠️ Before assigning Time Off Policies to a specific Employee:

  • the policies must first be created by an Admin within the Company Settings.
  • the Employee must have a set Hire Date within their Employee profile.
     
  1. Login as an Admin or Manager/Assistant Manager with permissions.

  2. In the left navigation bar, head to Team > click on an Employee's name to expand their profile.

  3. Select Time off :


  4. Click + Add a Policy:



  5.  Select a Time Off Policy from the dropdown menu.

    If there are no options, please reach out to an Admin as they have sole user access to manage/add Time Off Policies.



  6. Click Save:




  7. Success! The Time Off Policy has been added to this Employee's profile:

    Screenshot 2023-07-27 at 6.07.01 PM.png
Bulk Assign a Time Off Policy 
⚠️ Before assigning Time Off Policies to a specific Employee:

  • the policies must first be created by an Admin within the Company Settings.
  • the Employee must have a set Hire Date within their Employee profile.
  1. Login as an Admin or Manager/Assistant Manager with permissions.

  2. In the left navigation bar, head to Settings > Company Settings (or, click on your profile icon > Company Settings).

  3. Select the Time Off tab:



  4. Under the section Policies > click on the pencil icon next to a Time Off Policy:



  5.  Click on Assign employees:





  6. Checkmark an Employee's name to select those you'd like to assign to this Time Off Policy. You can search for an Employee name or use the filters to narrow down your results:



  7. When you're ready, click Assign Employees.

  8. Moving forward, you'll see all assigned employees listed within the Edit Time Off Policy screen:


    Or, you can view an individual employee's assigned Time Off Policy directly within their user profile. Just head to Team > click on an Employee's name to expand their profile > select Time Off:

Change a Time Off Policy
     
  1. Login as an Admin or Manager/Assistant Manager with permissions.

  2. In the left navigation bar, head to Team > click on an Employee's name to expand their profile.

  3. Select Time off :

  4.   Click the More Options Screen Shot 2022-12-01 at 5.26.25 PM.png icon next to the Time Off Policy.


  5.  Select Change Policy: 



  6. Select a new policy. Any hours remaining from the current policy will move over to the new policy.



  7. Click Change policy to complete these changes.
Unassign a single Employee from a Time Off Policy 
  1. Login as an Admin or Manager/Assistant Manager with permissions.

  2. In the left navigation bar, head to Team > click on an Employee's name to expand their profile.

  3. Select Time off :



  4. Click the More Options Screen Shot 2022-12-01 at 5.26.25 PM.png icon next to the Time Off Policy.


  5.  Select Remove Policy: 



  6. Click Remove to confirm you would like to remove the policy. 

     ⚠️ Removing a policy is a permanent action and cannot be undone. The (1) policy, and (2) current remaining balance under this policy will be permanently removed.


Time Off Requests

An Employee's policy bank (i.e. the available hours they have as time off) will be displayed on both the web and mobile app. Use the tabs below to see an example of how Time Off requests will appear for your Managers, once Time Off policies have been enabled:

Web Mobile


Clicking into a request:

Screenshot 2023-08-09 at 1.52.18 PM.png

 

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