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:
Create new policies: To match the number of different types of settings and allowances employees have based on various factors (offices, seniority, freelancers)
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
Check allowance adjustments: View their allowance adjustments and delete any that were made to change their company allowance coming default policy
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. Read our article on how to create a holiday policy here.
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 either at the start of the next leave year, on their work anniversary, or you can choose a custom date. When an effect from date is set part way through a holiday year, the team member's leave allowance 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, it is no longer necessary to use allowance adjustments to correct the allowance for these users, so if you have previously been compensating for different allowances by using manual adjustments, you can now review & delete any adjustments you no longer need.
To delete an allowance adjustment, just head to the employee's profile, their Time tab, and then tap 'Show details' next to their total allowance. Next, tap 'Delete' next to the adjustment you want to remove, and this will remove the adjustment, and update the allowance accordingly
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.