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Getting started with multiple holiday policies

How to start using Charlie's new multiple holiday policies feature to manage team members with different holiday allowances or settings

Maisie Miller avatar
Written by Maisie Miller
Updated over a week ago

Holiday policies define a set of time off rules - holiday allowances, carryover limits and public holiday settings. These can then be assigned to team members, allowing you to set the correct holiday rules for all your employees.

Holiday policy use cases

There are a number of potential use cases for holiday policies, including:

  • Different allowances between countries or regions in which you operate

  • Increased allowances based on employee length of service - read our setup guide for this here.

  • Variations on holiday allowances for groups of employees, such as a leadership team

  • Differences in public holiday rules for full and part time workers.

To transition from a single holiday allowance for all team members, follow these steps:

  1. Create new policies: To match the number of different types of settings and allowances employees have based on various factors (offices, seniority, freelancers)

  2. Assign policies to team members: For each TM that has a different policy to the company default, assign the appropriate policy and set the effect date

  3. Check allowance adjustments: View their allowance adjustments and delete any that were made to change their company allowance coming default policy

  4. Review the new total allowance of the TM and ensure it reflects their new policy, plus any relevant manual adjustments.

Create new policies

Your company will have an existing default holiday policy created from your existing holiday settings, which is assigned to all team members.

To assign a different set of holiday rules to a team member, the first step is to create a new holiday policy. Each holiday policy contains:

  1. A policy name

  2. An allowance limit (whether a set allowance or unlimited)

  3. A carryover limit (whether this is zero, a fixed amount or unlimited)

  4. Whether public holidays are included in the allowance, or in addition.

You can create as many policies as is needed to reflect different sets of holiday rules your company offers.

Assign policies to team members

Once you've created your holiday policies, it's time to assign these to the relevant team members. You can assign holiday policies in two places:

  • The Time / Settings page:

  • The team member time tab:

Setting an effect date

You can set a policy to take effect for a team member at any point. When an effect from date is set part way through a holiday year it will automatically be pro-rated based on that effect from date. You can read more about how holiday policies are pro-rated here.

For team members who have always been entitled to the policy you are applying, we recommend setting the effect date either as their employment start date or the start of your current holiday year.

Whether you set the date at the start of the current holiday year, or start of employment you will need to review and likely remove existing manual adjustments to ensure allowances are displayed correctly.

Review allowance adjustments

Once the correct holiday policy is assigned to relevant team members, it is no longer necessary to use allowance adjustments to correct the allowance for these users. At this stage, you can therefore review & delete any allowance adjustments you may have put in place previously to reflect different holiday allowances.

In this example, the + 2 days adjustment to reflect the increased allowance as part of the management team can be deleted

Review team member allowances

Once the correct policy is assigned, you can use the total allowance breakdown to confirm the team member's allowance is correct. This displays the total allowance the team member has available for the holiday year, taking into account:

  • The policy, or policies assigned to them within this holiday year

  • Any pro-rated allowances due to starting or leaving part way through the holiday year, or a part time working week

  • Any manual adjustments applied to that holiday year.

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