In this article:
What is a Leave Profile?
A Leave Profile is a configuration which determines the Leave & Sickness allocation and Leave & Sickness settings for a user or groups of users. It defines the working and non-working hours for employees, whether their Leave is accrued or given annually and whether they are entitled to Carry Over and a Length of Service Entitlement.
Creating a new Leave Profile
Go to Leave Admin > Leave Profiles. Click the Create Leave Profile button in the top right corner.
Fill out the Main Details of the Leave Profile by giving it a Name and selecting the Public Holiday Profile and optionally add a comment or notes.
The Leave Settings tab is split into 4 sections - work through these sequentially to create your Leave Profile.
Leave Start Month
Select a Leave Start Month - this is used to define the Leave calendar year for users within this Leave Profile. The Start Month dropdown may be disabled if your settings are configured at a company level. To change this, go to System Config > General Settings > Leave.
Employee First Year Allowance
Choose how you'd like new starters' allowance to be calculated for users with an Annual Leave allowance. There are different pro-rata options for calculating the amount of leave a new employee will be entitled to in their first working year. If this is switched on, then you will be able to select rounding options, so that the allowance is a whole number.
Request Length Options
Choose what length requests your employees are able to make. Choose from Full & Half Day request, Full Day only requests or no restrictions, which would allow your employees to book 1 hour, for example.
The Working Rota is used to determine the days of the week employees work or do not work, as well as how many hours in a working day.
If employees work shifts, or different hours on each day of the week, you will need to disable the working rota.
Choose which days of the week employees in this Leave Profile work - if you have part time employees working different days, you can create a new Leave Profile for each working pattern.
Select the start and end time of your day, and how many hours there are and the system will calculate a morning and afternoon session.
If your employees work a different amount of hours on a particular day, you can manually override the Working Rota as well. Ticking this option will open up the rota for you to edit. Adjusting the rota manually will affect the average hours per working day, which is used to calculate request lengths and remaining allowance.
On the Default Entitlement page you can choose whether your employees in this Leave Profile are entitled to a Leave Allowance, a Sickness Allowance and up to 2 Custom Allowances.
Within each of the Allowances sections, you can set up the following:
Choose whether the allowance is Annual, Accrued or a combination of the two. Choose to add this number in Hours or Days, and the system will work out the hours in a day calculation using the previously configured Working Rota.
Chose whether employees in this Leave Profile are able to carry over leftover allowance from one year into the next, and whether this has an expiry.
Exceed Allowance Settings
Choose whether employees in this Leave Profile are able to exceed their allowance if they do not have enough left, and whether this deducts from next year's allowance or not.
Allowance Type, Carry Over and Exceed Allowance Settings are all configurable for Leave, Sickness and any Custom Allowances you'd like to set up.
Length of Service
Optionally add a Length of Service entitlement or award to employees within this Leave Profile. This will add a Leave entitlement to your employees' allowances depending on the number of years they have been employed.
Select as many year bounds as you need, for example after 1 year, 3 years and 5 years of employment, employees are entitled to 22, 25 and 30 days.
The increment will be added to the top of the page and you can choose how the allowance is given in each year.
For more information about Length of Service, take a look at the following article: Length of Service.
Editing Leave Profiles
It’s possible to edit your Leave Profile in the same way you would create one.
Go to Leave Admin > Leave Profiles.
Open the Leave Profile you want to edit, click through the tabs and edit the fields that need to be changed. You’ll notice there are additional tabs now: Employees and Audit. The Employees tab shows a list of employees who are assigned to this Leave Profile as well as their current allowance. The Audit tab shows a list of all changes made to the Leave Profile.
You'll also notice the Allowance Calculator icon in the top right, if you make any changes to the Entitlement Settings, the Allowance Calculator will need to be used as the system will not override allowances. For more information, take a look at the following: Allowance Calculator Tool & Adjusting Employees Allowance.
If you require another allowance apart from Annual Leave or Sickness, you can enable them as a Custom 1 or Custom 2 Allowance. The Leave Type you choose for the Custom Allowance must be one configured to be a deducted leave type.
Go to Leave Admin > Leave Profiles.
Click a Leave Profile (or create a new one) > Leave Settings > Default Entitlement.
Scroll down and click the box to enable Custom 1 Allowance and select an allowance type from the dropdown.
You will then see the same Allowance settings as in the Annual and Sickness sections. Fill this in and click Save Changes.
Make sure you go to the Allowance Calculator to make your changes on the employee profiles.
All employees will need to be assigned to a Leave Profile, this can be done when the employee is added to the system either by manual upload, G Suite, Office, or Xero integration or by CSV upload. For more information on adding employees, please see here.
It is also possible to change an Employees Leave Profile if their work conditions change or if you have created a new Leave Profile.
Go to Organization > Employees.
Click on the Employee whose Leave Profile you want to change. In the Main Details tab, click the pencil icon next to the Leave Profile and a dialogue box will appear. Select the new Leave Profile and click change Leave Profile.
Remember to use the Allowance Calculator or do a manual adjustment to make sure the employee has the correct Leave Allowance after the change.