Managing multiple leave policies

Leave policies define the rules and entitlements for different groups of employees. You can create multiple policies to handle different departments, locations, or employment types.

Understanding policies

A leave policy contains:

• Leave entitlements: How much of each leave type employees get
• Accrual rules: How leave is earned over time
• Approval workflows: Who can approve requests
• Restrictions: When leave can be taken
• Carry-over rules: How unused leave transfers to next year

Creating a new policy

1. Go to Settings → Policies
2. Click Add Policy
3. Enter policy details:
   • Name: Descriptive name for the policy
   • Description: Additional context
   • Effective date: When the policy becomes active
4. Configure leave types for this policy
5. Click Save

Policy configuration

For each leave type in a policy, you can set:

Entitlements

• Annual allowance: How many days per year
• Accrual method: Monthly, quarterly, or annual
• Pro-rating: For part-time employees
• Maximum balance: Cap on accumulated leave

Rules

• Minimum notice: How far in advance to request
• Maximum consecutive days: Longest single request
• Blackout periods: When leave cannot be taken
• Documentation required: What proof is needed

Approval

• Auto-approval: For certain conditions
• Approval workflow: Who can approve requests
• Escalation rules: What happens if not approved in time

Assigning policies

Policies can be assigned to:

• Locations: All employees at a specific location
• Departments: All employees in a department
• Individual employees: Custom policy for specific people

Assigning to locations

1. Go to Settings → Locations
2. Edit the location
3. Select the policy from the dropdown
4. Save changes

Assigning to departments

1. Go to Settings → Departments
2. Edit the department
3. Set the default policy
4. Save changes

Assigning to individuals

1. Go to People → Employees
2. Edit the employee
3. Override the policy assignment
4. Save changes

Policy hierarchy

When multiple policies apply to an employee:

1. Individual policy (highest priority)
2. Department policy
3. Location policy (lowest priority)

Managing existing policies

Editing policies

1. Go to Settings → Policies
2. Click the View icon next to a policy
3. Click Edit next to any leave type
4. Make your changes
5. Click Save

Activating/Deactivating leave types

• Activate: Makes the leave type available for requests
• Deactivate: Hides the leave type from new requests
• Existing requests remain valid

Policy versions

• Create new versions when policies change
• Set effective dates for smooth transitions
• Old requests continue under their original policy

Best practices

• Start with a simple default policy
• Create additional policies only when needed
• Use clear, descriptive policy names
• Document policy changes and effective dates
• Test policies with a small group before rolling out
• Regularly review and update policies

Common policy scenarios

By employment type

• Full-time: Standard policy with full entitlements
• Part-time: Pro-rated policy with reduced allowances
• Contractors: Limited policy with specific leave types

By seniority

• Junior staff: Basic policy with standard entitlements
• Senior staff: Enhanced policy with additional leave
• Management: Flexible policy with higher allowances

By location

• US office: Policy following US labor laws
• UK office: Policy following UK employment law
• Remote workers: Flexible policy with different rules

Policy compliance

Ensure your policies comply with:

• Local labor laws
• Company employment contracts
• Industry regulations
• Union agreements (if applicable)

Regularly review policies to maintain compliance as laws and regulations change.