How to set up leave types and time off policies for different purposes

In order to use the time off feature in Simployer One, you need to set up the different leave types relevant for your company as well as their accompanying policies.

A leave type is the different options of absence an employee might have e.g. vacation, parental leave or off duty. A policy is a set of traits and rules on how the leave type should be treated as well as who in the company can apply for it. 

One leave type can have multiple policies attached to it, for instance if there are different rules between different departments or offices.

Standard leave types

When your company account is created, there will already be a set of pre-populated leave types per default. 

The standard leave types are

• Self certified sick leave

• Sick leave

• Parental leave

• Care of a sick child

• Vacation

• Off duty

These cannot be deleted or archived

Creating a new leave type

1. Go to Settings > Time off > + New leave type.
   
   

   
   
   

2. Enter the name of the leave type and the default minimum level of time an employee can request time off for this leave type e.g. days, hours or minutes.

3. Enter a Leave type code (optional). This will allow for leaves to match to leave type codes in a potential external system such as a payroll system. 

   • Leave type codes do not have to be unique so different leave types can have the same leave type code.

4. Select if it should be :

   1. Paid Time off

   2. Deduct from vacation days

   3. Allow child selection

5. Save! Time to attach a policy to it.

Attach a policy to a leave type

In order for users to be able to apply for a leave type, at least one policy needs to be attached to it.

In Settings > Time off setting, click View on the leave type you want to add or editing a policy:

1. Name your policy, e.g. General, Sales or US.

2. Set the minimum time to request on the people who will be part of this policy (minutes, hours, half day or full days).

3. Set if the leaves sent in by employees part of this policy should be visible to all employees in Simployer One.

4. Choose if this leave type requires an approval from a Manager and/or someone else in the company.

5. For leaves where you have set "Allow child selection" as true you can also check a box to make adding a child to the leave request mandatory.

6. For leaves where you have set "Deducts vacation days" as true you have the option to configure the allowance type.

7. Choose if employees should be able to revoke or request revoke for their leaves. If this is selected leaves that does not require approval can be revoked by the employee without an approval. If the leave requires an approval, a revoke request will be sent to the approver(s) to take action on

    

8. Click + Select employees to choose who in the company this policy should apply for.

   
   

   
   
   
   

9. Save and then Repeat if needed to create additional policies.

We have six Default Leave Types (Self certified sick leave, Sick leave, Parental leave, Care of a sick child, Vacation, Off duty): These cannot be archived

You can archive custom leave type simply by clicking the three dots to the right and chose Archive leave type. 

To be able to archive a leave type you need to make sure that no active policies are attached. Therefore, if there are any policies linked, please archive or delete the respective policy(s) first before archiving the leave type.

Archive or delete Leave Policies

If a policy is not needed any more you can either archive or delete it. 

If you archive a policy all details will be kept except for the scope. By keeping previously used policies in the Archived tab it is easy to reactivate policies in case you want to implement them again at a later time. You can then simply Unarchive policies and add a new scope of who the policy should apply to. 

Note: If you decide to delete a policy, it will be deleted permanently and cannot be restored.