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 Essentials and the Plus Plan. Check out our Plans and Pricing and talk to us about an upgrade.
Create an allowance type
Add a leave type
Create a request
Create a group request
Setting up allowances for new users
Delete an allowance type
Setting up default allowances
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.
Maximum days to carry over
Months after 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.
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.
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.
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!
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.
Does your organization offer company-wide time off during a specific period such as winter holidays?
As an admin or department manager, you can easily create group requests without needing to set up a separate leave type or public holiday. Here's how:
Navigate to the Overview Page: Click the arrow next to Create a request. From the dropdown, choose Create group request.
Select the Department: Pick the department for which you want to create the request. Then, fill in the required details like the start and end dates and the type of leave.
Note: Managers can only select the department they manage, not the entire company.
Review the Overview: You'll see a list of users included in the group request. If any users have conflicting requests or not enough allowance remaining, this will show up here.
Viewing the Group Request: Users can view the group request by filtering based on the selected group.
Depending on your company's absence policies, we recommend submitting this request before the start of your fiscal year and before your staff begins requesting leave for that year. This ensures that each team member in the group request has enough remaining allowance for the year.
If a team member doesn't have sufficient allowance left, you can either remove them from the group request or adjust their remaining allowance by editing the user's allowance.
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. The values for the user's allowance quota as of their start date will be displayed for any allowances created within your organization for the current and upcoming fiscal years.
The allowance value(s) for the current fiscal year will be automatically calculated pro-rata based on the department they're assigned to and the start date of the employee in relation to your on your fiscal year. Please check these allowance values to make sure they are correct or edit the user's allowance later by editing the user's allowance.. You have the option to edit the user's quota if the user under special circumstances is to receive a different yearly allowance.
Note: if you manually adjust the allowance, it won't update if you later change the department or start date. Any further adjustments must be made manually.
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, so his allowances for the current year will be changed 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
Vacation: 30 days
Private appointment: 10 hours
Pro tip: the values 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!
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.
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
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 Essentials and the Plus 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
Create a group request
Setting up allowances for new users
Delete an allowance type
Setting up default allowances
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.
Maximum days to carry over
Months after 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:
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.
Create a group request
Does your organization offer company-wide time off during a specific period such as winter holidays?
As an admin or department manager, you can easily create group requests without needing to set up a separate leave type or public holiday. Here's how:
Navigate to the Overview Page: Click the arrow next to Create a request. From the dropdown, choose Create group request.
Select the Department: Pick the department for which you want to create the request. Then, fill in the required details like the start and end dates and the type of leave.
Note: Managers can only select the department they manage, not the entire company.
Review the Overview: You'll see a list of users included in the group request. If any users have conflicting requests or not enough allowance remaining, this will show up here.
Viewing the Group Request: Users can view the group request by filtering based on the selected group.
Depending on your company's absence policies, we recommend submitting this request before the start of your fiscal year and before your staff begins requesting leave for that year. This ensures that each team member in the group request has enough remaining allowance for the year.
If a team member doesn't have sufficient allowance left, you can either remove them from the group request or adjust their remaining allowance by editing the user's 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. The values for the user's allowance quota as of their start date will be displayed for any allowances created within your organization for the current and upcoming fiscal years.
Pro-rata calculation
The allowance value(s) for the current fiscal year will be automatically calculated pro-rata based on the department they're assigned to and the start date of the employee in relation to your on your fiscal year. Please check these allowance values to make sure they are correct or edit the user's allowance later by editing the user's allowance.. You have the option to edit the user's quota if the user under special circumstances is to receive a different yearly allowance.
Note: if you manually adjust the allowance, it won't update if you later change the department or start date. Any further adjustments must be made manually.
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, so his allowances for the current year will be changed to the values displayed below, while keeping his allowance quota for the upcoming year to the company standard.
Allowance for this fiscal year
Vacation: 15 days
Private appointment: 5 hours
Allowance for the next fiscal year:
Vacation: 30 days
Private appointment: 10 hours
Pro tip: the values 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 default allowances
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!
Related:
Creating and editing absence types
Compensatory time off
Adjusting maximum carryover
Setting up default allowances
Updated on: 12/11/2024
Thank you!