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Assigning defined reasons to an overtime and TOIL type

Who this guide is for: System administrators – Requires ‘System Admin’ role and Overtime and TOIL Setup permission


Overview:
This guide explains how to assign Defined Reasons to an existing Overtime or TOIL type so users select from standardised options when logging extra hours.


How Defined Reasons Work:
Defined Reasons are pre-set labels (e.g. “Project X Support”, “System Maintenance”) that users choose when booking Overtime or TOIL. They ensure consistency in reporting and simplify auditing.


How to Set Up Defined Reasons:

  1. Go to Admin tools > Admin panel > Global > Overtime and TOIL Types.
  2. Use the Search filter or browse to find the Overtime/TOIL type you want to update.
  3. Click Edit on its row.
  4. Scroll to the Permissions section and locate Defined Reasons.
  5. Click the Defined Reasons field and select one or more reasons from the dropdown.
  6. Click Save at the top of the page.


Additional Information:

  • Defined Reasons: Pre-configured options users must select when creating Overtime/TOIL records.
  • Requires ‘System Admin’ role and Overtime and TOIL Setup permission.
  • Tip: Standardise reason names (e.g. “Client Support”) to improve clarity in reports.
  • Warning: Removing or renaming reasons will affect historical entries.
  • Use the search function within the platform to quickly find features or settings.

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