How to create and scope a time off policy in Simployer One 

Create a policy for a custom or default leave type and decide which employees can use it. 

A time off policy controls what employees see and what rules apply when they request a specific leave type in Simployer One. Create more than one policy when different employee groups need different rules. 

Who can create and manage time off policies in Simployer One? 

Only an Owner or Administrator can create, edit, or delete a time off policy in Simployer One. 

How do I create a time off policy in Simployer One? 

1. Go to Settings > Time off settings. 
2. Open the leave type that the policy should belong to. For a default leave type, click View. 
3. Click New policy. 
4. Complete the policy details, settings, and scope. 
5. Click Save.

Important

A saved policy is available to employees immediately when the policy has a scope. 

Which details do I enter for a time off policy? 

• Name: Enter the name employees see when they select the time off option 
• Policy description: Explain when employees should use the policy and describe any restrictions 
• Minimum time to request: Use the minimum unit inherited from the leave type or change it for this policy

Note

The policy name is employee-facing. The custom leave type name is an internal name shown in Time off settings. 

Which settings can I enable for a time off policy? 

• Company visible: Makes the time off reason visible to colleagues 
• Requires approval: Requires an approval before the request is completed. You can use the employee's closest manager or select another person as approver 
• Allow attachments: Lets the employee upload supporting documents with the time off request 
• Allow grading: Lets the employee be partially absent while remaining active for part of their working time 
• Include allowance: Shows the employee's leave usage and allowance when they request time off

How does Include allowance work in a time off policy? 

When Include allowance is enabled, the employee sees a leave usage field while requesting time off. The field shows: 

• Days used 
• Days included in the allowance

When the policy uses an approver, the approver also sees the same leave usage information while reviewing the request. 

How do Edit time off and Revoke time off work? 

• Edit time off: Lets an employee change their own time off request by adding or removing requested time 
  
• Revoke time off: Lets an employee withdraw their own time off request 

These settings apply to the employee's own requests that are approved or waiting for approval. 

How do I set the scope for a time off policy? 

The policy scope decides which employees can use the time off policy in Simployer One. 

• Everyone at the company: Applies the policy to all employees 
• Selected scope: Applies the policy to selected individuals, teams, offices, employment types, departments, or organizations 
• Excluded employees: Removes selected employees from an otherwise included scope

Important

Policy scope uses inclusive logic. If you include a department and a team, the policy applies to everyone in the department and everyone in the team. Employees do not need to belong to both groups. 

For example, you can apply a policy to everyone in Department A and then exclude one specific employee from that policy. 

When does a time off policy become available to employees? 

A time off policy becomes available immediately after an Owner or Administrator clicks Save, as long as the policy has a scope. Employees outside the scope cannot select the policy when requesting time off.