You can customise your organisation's leave settings to match your policies, including creating leave types, managing leave banks and setting how leave is requested and accrued.
Manage leave types and banks
To view or edit your leave types and leave banks:
Go to Settings
Select Time off
Click Types and banks
Here's how to set up all your leave types and banks.
Edit a leave type
Select an existing leave type to update its settings.
You can edit:
Name – Give the leave type a name
Paid leave – Choose whether this leave type is paid
Track in a time bank – Set whether the leave has an allowance and is tracked in a bank
Unit – Track leave in days or hours
Reference year – Select when the leave year starts/re-sets
Allocation method (if leave bank tracking is enabled):
Annual entitlement – Allocate a fixed number of days or hours each year
Accrual – Automatically build up leave based on a percentage or fixed amount. Different accrual rates can also be assigned to individual employees
Manual – Enter leave balances manually
Default allowance - Allowance employees are entitled to for the leave year
Carry forward - Unused allowance may be carried over at the end of the year
Set how many days/hours can be carried over
Set an expiry for the carry forward
Compensation calculation – Choose whether compensation is calculated manually or based on hours worked.
Additional options
Count these hours as overtime
Show a visual warning when an employee's leave balance is negative
Hide leave balances from employees (for salaried staff).
Create a new leave type
To add a new leave type:
Click New leave type
Set your leave type options using the same settings outlined above.
Archive a leave type
If a leave type is no longer needed, you can archive it:
Open the leave type
Click the archive icon in the bottom-right corner
Archived leave types can be restored at any time from the Archived section by clicking the restore icon.
Configure time off settings
Rota & Time Clock includes a range of settings to control how leave is requested and managed.
Head to Settings > Time off > Settings
You can set the following options as needed for your organisation:
Notice period – Set how much notice employees must give when requesting leave
Default leave duration – Choose the default number of hours per day used when creating a leave request. This can be changed on individual requests or overridden in an employee's profile.
Supervisors can also choose whether breaks are excluded when calculating leave duration.
Days recorded – Select which days of the week are counted as leave. For example, if your business is always closed on Sundays, exclude Sundays.
Specify a leave type – Set whether employees need to select a leave type when submitting a request. We recommend having this enabled.
Allow employees to edit paid days – Let employees request leave while choosing a different number of paid days. For example, they could request two weeks away but only use ten days of paid annual leave.
Allow employees to suggest a leave type – Let employees indicate the reason for their leave request, helping managers categorise requests more accurately. If this option is toggled on, you can make the reason optional and exclude specific leave types from the list if needed.
Set up public holidays
Public holidays can be set up to automatically add leave to every employee's rota.
It's also ideal for new starters, as public holidays will be added to their rota automatically.
To manage this, head to Settings > Time off > Public holidays.
By default, a list of public holidays is generated based on your region. You can also send reminders if needed.
Editing public holidays
To update or disable a public holiday:
Click the three-dot option next to the specific date, then select:
Edit to update the details
Disabled dates will be removed from the rota and moved to the bottom of the public holiday list, where it can be re-enabled at any time of needed.
Adding a new public holiday
To add a new date to your public holiday list, simply click '+ Add' from the bottom of the page:
For our full help guide on public holidays please see: Setting up automatic public holidays