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Creating and editing allowances

Does your company offer more than one type of deductible leave? Not to worry; absentify has you covered!

With the option to specify which quota leave should be deducted, absentify gives you full control over managing your staff's deductible leave. This is a useful feature for companies who offer additional time off such as flex time!

This feature is only available in the Business and Enterprise Plan. Check out our Plans and Pricing and talk to us about an upgrade.

Jump to:

Create an allowance type
Add a leave type
Create a request
Setting up allowances for new users
Delete an allowance type

Create an allowance type

Start by navigating to Settings > Allowances > New allowance.

From here you can customize the allowance type according to the following settings:

Name: Name the allowance type
Allowance in Days or Hours: From the dropdown menu you can select the absence unit of the allowance. The yearly contingent will need to be entered in the form of the unit chosen.
Maximum Carrover: If a user has any leftover allowance at the end of the fiscal year, you can set the maximum that can be carried over into the following fiscal year.
Ignore Limit: Activate this toggle if users are allowed to take more leave than is allocated. By keeping the toggle deactivated, once users hit the set limit, they can no longer request time off for this type.
Default allowance for current and next year: Set how many days each user is to receive as their yearly quota during your organizations current and next fiscal year.

Things to keep in mind:

Once you save your new allowance type, you cannot change the number of quota days/hours per year for the company as a whole but rather for each individual employee. Make sure you enter the correct number of days/hours!

The chosen time unit cannot be edited later. Make sure you enter the correct time unit in either days or hours!

Click Save to save your changes.

Add a leave type

Now that you've created a new allowance quota, you can easily customize each leave type and select from which allowance quota the time-off should be deducted, or create a new leave type all together.

Go to Settings > Leave Types and select the leave type you'd like to edit by clicking the pencil icon, or click Add a new leave type.

Scroll down to Deduct from allowance and activate this setting by flipping the toggle to On and selecting the desired allowance type.

Please be advised that by selecting an allowance type with a different leave duration unit as the one specified in the leave type, the duration unit will be automatically updated to the corresponding allowance unit.

By selecting an allowance with a duration unit in "Hours", you will have the option to select the desired minimum unit for this absence from the dropdown menu.

For example, by selecting 10 minutes, users cannot request this leave type for 5 minutes, but rather only leave in increments of ten minutes.

Keep in mind:

Remember, that if you've designated multiple leave types to the same allowance quota, each time one of these leave types is booked, it will deduct from the same yearly allowance quota assigned to it.

For example, in the photo outlined below the allowance Parental Leave has two leave types connected to it.

In the event that you don't want separate leave types deducting from the same quota, you may require more allowance types. Check out our plans and pricing to get an upgrade and gain access to this feature!

Create a request

Once you have more than one deductible leave type, users will see which leave has an allowance when creating a request. Your team will see right away if the selected leave type will deduct from their quota or not.

From the Calendar view users get a clear and visible breakdown of all available leave allowances for that year.

The allowance visible from the Overview or My Calendar page, will be the default allowance defined under Settings > Allowance.

Setting up allowances for new users

In the same way that admin users can edit the number of default days/hours per allowance type, admins also have the option to enter this value when adding a new user.

From the Settings page navigate to Users > Add a new user. From here you have the option to enter the user's quota for any allowances created within your organization for the current and upcoming fiscal years.

Use Case

Let's say a company's yearly allowances are set up as followed:

Vacation: 30 days
Private appointment: 10 hours

John Doe is to start halfway through the year, Admins have the option to change his allowances for the current year to the values displayed below, while keeping his allowance quota for the upcoming year to the company standard.

Vacation: 15 days
Private appointment: 5 hours

Pro tip: the value entered here for the user's allotted allowance for the current and upcoming fiscal year can be edited anytime via Settings > Users > Edit > Allowances. This applies so long as the value changed is not less than what the user has already requested for the year!

Delete an allowance type

Keep in mind that you can't delete allowance types that are already associated with leave types.

if you see this warning while trying to delete an allowance, simply edit the affected leave type by clicking the Pencil icon. Scroll down to "Deduct from allowance" where you can choose another allowance or flip the toggle off altogether.

After clicking Save, you'll now be able to delete the allowance.

Setting up a default allowance

absentify also offers admins the option to set up a default allowance per user as well as remove certain allowance from a user's quota.

Read more about default allowances here.

If you have any questions, don't hesitate to reach out to our support team or give us feedback on our roadmap. We're always happy to hear back from our users!


Creating and editing absence types
Compensatory time off
Adjusting maximum carryover
Setting up default allowances

Updated on: 15/05/2024

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