Setting up Time Off

Step 1

On the left menu, go to Settings (a) > Leave (b) > Time off Type (c).

Step 2

Click Add New on the top right corner of the page.

Step 3

Fill in basic details.

a) Time Off Name: Enter the name of the time off.

b) Label: A shorter label used across the system (e.g., TO).

Step 4

Under General Setting, choose the time off rounding method.

Custom Approval Route - When toggled on, you can set custom approval flow by choosing a single or multiple custom route specific to this time off. 

Toggling this off, approval flow will follow the default approval workflow based on Settings > General > Approval Workflow.

• Single: all requests for this time off will be routed to the same approver(s).
• Multiple: Select and rank multiple existing approval workflows for this time off. When a request is submitted, the system checks each workflow in priority order and follows the first one where the requestor meets the criteria.

Step 5

Under Employee Self Service Policy section, you can define the rules when employees apply for this time off.

a) Minimum Minutes required for Time Off Request: The minimum minutes employees can request.

b) Maximum Minutes allowed for Time Off Request: The maximum minutes employees are allowed to request at one time.

c) Unplanned Leave Behavior: Unplanned Leave Behavior defines how the system handles time off requests that don’t meet the minimum advance notice or backdate limit set in the time off settings.

Read more about Unplanned Leave Behavior here: Unplanned Leave Behavior

d) Application for Future Leave – Set the minimum number of days in advance that employees must submit request before the time off date.

e) Application for Back Dated Leave – Set how far back employees are allowed to apply for time off.

Step 6

Choose either Yes or No based on your policy or requirements.

• Allow Taking Future Leave if Current Leave Balance is Zero – enables employees to apply for future time off even if their current balance is zero.

• Allow to Apply Leave After Confirm only – restricts leave applications to confirmed employees only. Employees in probation cannot apply for this time off.

Select which fields appear on the leave application form, and set them as optional or mandatory.

Note: Ticking Covering Person means employees must assign someone to cover them. 

• The covering person cannot apply for time off on the same date they’re assigned to cover someone else. 
• A covering person can only be assigned to one employee per day, they won’t be available to cover multiple colleagues on the same date.
• When a covering person is selected, the time off request must first be approved by the covering person. Only after that will it proceed to the next approver in the approval workflow.

Step 7

Entitlement Calculation is Based On:

• Calendar Month – Based on a fixed 12-month cycle (e.g., Jan–Dec).
• Calendar Year – Based on the employee’s year of service.
• Employee Anniversary Year – Based on the employee’s joining month and year.
• Employee Hire Date – Based on hire date.

Refer to Leave Entitlement Calculation Method

Time Off Earning Method:

• None – Full entitlement given upfront (pro-rated if needed).
• By Month – Entitlement earned monthly, available after the month ends.
• By Year – Entitlement earned after completing one year of service.

Refer to Leave Earning Method

Time Off Bring Forward Method: 

• Refer to - Setting up Leave Bring Forward 

Time Off Bring Forward Will Expires Within:

• Specify the number of months or days after which the carried forward time off will expire.

Employee Progression Prorate

• Automatically adjusts time off entitlement when an employee goes through progression during the cycle with a different time off entitlement.
• This setting works together with the Time Off Earning Method and Entitlement Calculation settings.
• Check this box to ensure entitlement reflects changes across the year.  
• Uncheck this box to apply only the most recent setting without proration.

Step 8

This section allows you to automate generate time off entitlements for existing staff and/or new joiners, and choose how often it runs (daily, weekly, or monthly). 

Refer to this article to learn more about the scheduler: Setting Up Leave Scheduler

If your time off earning is by monthly, you’ll see the Scheduler Generate Until option:

• Previous Month: When the scheduler runs (e.g. on 1 July), it will generate leave up to 30 June.
• Current Month: When the scheduler runs (e.g. on 1 July), it will generate leave up to 31 July.

Note: This setting helps you control how far ahead the system should generate time off entitlements based on your company’s policies. Once you have set up this field, you won't have to manually generate leave anymore.

Click Continue and you will be brought to the next page of Entitlements. 

Step 9

Click on Add Entitlement.

Here, you can create an entitlement table based on years of service:

• Entitlement Name: Name the group (e.g. Employee Entitlement).
• Add Row: Insert multiple tiers (e.g., 0–5 years, 5–10 years).

Note: Max (Entitle + BF) Days should not equal to 0. This will make your entitlement = 0. 

• Copy Setting: Use this to duplicate entitlement settings from another time off type.

Then, choose the staff that are entitled for the time off. You can choose from four (4) selection methods:

All Available Users - Select from all users registered in the system. Use the filters on the left-side panel to include or exclude specific employees as needed.

Teams - Assign employees based on Teams created.

Manual Selections - Search and select individual employees manually. Use the Search Filter on the left panel, then click the + / – buttons to add or remove employees from the list.

Import Selections - Bulk import employee selections by either:

• Pasting your records into the provided field, or
• Click Upload button to upload a file.

Step 10

You will be directed to the Priority section, where you’ll see:

• Priority
• Entitlements
• Criteria
• Eligible employees

Lastly, click Save to complete the setup. Now you’ve successfully set up a new time off type!

Read this guide to generate time off entitlement: How To Generate Time Off Entitlement

We hope this explanation clarifies the matter. If you require additional assistance, do not hesitate to contact our support team.