PTO: Assign & Manage Employee Time Off Policies

Time Off Policies in 7shifts help employers comply with labor laws and efficiently manage vacation and sick leave entitlements. By creating and assigning these policies, employers and managers can streamline employee Paid Time Off (PTO) requests and accurately track entitlements.

This guide covers how Admins and Managers can assign and manage time off policies in employee profiles within 7shifts.

Assign Time Off Policies

1. Login to the web app as an Admin or Manager user with the appropriate permissions. 
2. Navigate to Team > Employees.
3. Click on the employees name to open their profile > select Time Off.
4. +Add a Policy: Assign a time off policy from those configured in the account. If no policies are available, they haven't been set up yet. 

Manage Time Off Policies

Admins and Managers can view remaining hours, edit, change, or remove time off policies, and set the rate for approved time off requests from an employee's profile.

1. Login to the 7shifts web app as an Admin or Manager user with the necessary permissions. 
2. Navigate to Team > Employees.
3. Click on the employees name to open their profile > select Time Off.

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  • View Remaining Hours: If the employee is assigned to a paid time off policy, view their remaining and scheduled hours in this section. Unpaid time off hours are also summarized.

Using the More menu:

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  • Edit Policy Hours: Manually adjust the employee’s remaining Paid Time Off balance by adding or subtracting hours.
    • You can also create and approve a Paid Time Off request, which will automatically deduct hours from the policy. Learn more here.
    • Manually adjusting hours only changes the employee’s current remaining balance. It doesn't change how their future PTO accrual is calculated. 
  • Change Policy: Reassign the employee to a different Time Off Policy.
  • Remove Policy: Unassign the employee from the current Time Off Policy.

Set the Wage Rate for Approved PTO Requests

For employees with multiple wage rates across roles, the rate used for approved Paid Time Off (PTO) requests will default to the role they work most frequently.

Admins and Managers with the appropriate permissions can set a different rate for PTO requests in the employee's profile. This rate will apply to all approved paid time off in 7shifts. You can either select one of the employee's assigned role rates or create a custom wage specifically for PTO.

To set the rate for approved time off requests:

1. Go to the Time Off tab in the employee’s profile.
2. Click on the down arrow to choose a wage to apply to paid time off requests, or select Custom Wage to set a custom rate.