Setting up Leave Type

Step 1

On the left menu, go to Settings. Then, select Leave Type under Leave

Step 2

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

Step 3

You will be brought to the page as shown below. Fill in Leave Name (A) and Label (B)

If you set up a custom approval route leave in this section, the employee approval will follow this route instead of the leave approval workflow that's been preset in the Approval Workflow settings

Step 4

Under general settings, you are able to view three (3) tools. Below are the purposes of the tools:

a) Leave Entitlement Pairing – This tool is used when you want to pair two different types of leave together. The total number of leave will follow whichever paired leave type that has the highest leave entitlement number.

b) Day Types Included in Leave Taken – This tool enables you to add/eliminate certain leave types (Off day, Rest day, etc.) when calculating total leave days.

• If one of these options (as shown above) is checked then whenever an employee applies for leave, the system will automatically consider the day (Off day, Rest day, etc) as leave taken even though the employee may not be working that day.
  
  
• For example, if you tick 'Off Day' and your staff applies for leave (although 'Off Day' is NOT a working day), it will be calculated as an extra day taken for leave. 
  
  So instead of applying for 2 days off from Friday to Monday, it will be calculated as 3 days off in total.

c) Leave Rounding Method – This tool is useful when the user wants to round off the generated leave if it has any decimal places.

• None = Taking the original value itself  
  E.g. 5.88 days leave balance → 6 days to leave balance
• Up = Rounding up by adding certain steps to the original value by 0.5 or 1
• Down = Rounding down by reducing certain steps to the original value by 0.5 or 1
  E.g. round-up value is 1 → 6.38 days → 6.5 days leave balance
  E.g. round down value is 0.5  → 5.38 days → 5.5 days leave balance
  E.g. round down value is 1 → 5.38 days →5 days leave balance

Step 5

You will find Employee Self Service Policy settings upon scrolling down the page. This policy has four (4) tools and the function are as described below:

d) Minimum days required - Refers to the minimum leave days that the staff is allowed to request leave for.

e) Maximum days allowed - Refers to the maximum leave days that the staff is allowed to request leave for. 

f) Application for future leave – Minimum days required for employees to submit a leave request before the date they intend to take leave

g) Application for backdated leave - Maximum days allowed for employees to submit requests for backdated leave

Step 6

Choose the fields you wish to appear when staff applies for leave. Make your requirement either optional or mandatory by clicking on the given option.

Note: When you tick 'Covering Person', your employee will need to pick someone who is able to cover for them while they are away.

And the Covering Person won't be able to apply for leave on the same date they being the Covering Person for another colleague. 

Step 7

You will come across additional tools as below. Choose either Yes or No based on the leave type requirement.

Step 8

In the Entitlement Policy, you will find three (3) tools upon scrolling down the page and the function is as described below:

h) Entitlement calculation based on

• Calendar Month - Leave entitlement is calculated based on 12 months.

• Calendar Year - Leave entitlement is calculated based on the year of service.

• Employee Anniversary Year – Leave entitlement is calculated based on the staff joining year.

• Employee Hired Date - Leave entitlement is calculated based on the staff hired date.

i) Leave earning method

• By None: Total entitlement is counted and will be given upfront to staff.

  For example, an employee is given a set amount of leave according to his first start date. This person gets upfront entitlement, but it is based on a prorated basis

• By Month: Entitlement is counted after the employee has completed each month of work. 

  For example, this month is January, the employee is only entitled to take January’s AL after he/she has finished working after January. In other words, he is only entitled to January’s AL in February, so on and so forth. 

• By Year: Entitlement is counted only after the employee has worked for one complete year. 

  For example, it is the year 2020, company’s AL is 14 days. The employee is NOT entitled to any AL in the year 2020 but is entitled to 14 days of AL for the year 2021.

j) Leave Bring forward method

• Refer to Setting up Leave Carry Forward : Knowledge Base (freshdesk.com) 

Step 9

This part is where you will set up a leave scheduler to automate leave generation for the employees. Heads up to the below article to learn more about the leave scheduler :

• Setting Up Leave Scheduler : Knowledge Base (freshdesk.com)  

Note:Once you have set up this field, you won't have to manually generate leave anymore.

Step 10

Click Continue and you will be brought to the next page of Entitlement. Click on the Add Entitlement

Step 11

Create an Entitlement table as shown below based on the years of service. Fill in the Entitlement Name to refer to which group of staff this table belongs to

Click Add Row to add another row of entitlement if any before proceeding to Continue

Step 12

Then, choose your staff either by All Employee or By Conditions (department, location, company, etc.) before clicking Continue.

Step 1

Narrow down your selected staff by include/exclude a few of them by clicking on the switch button.  Then click Save.