Who this guide is for: System administrators – Requires ‘System Admin’ role and Overtime and TOIL Setup permission
Overview:
This guide explains how to create a new Overtime or TOIL Type, which defines how extra hours or time off in lieu are recorded, approved, and reported.
How Overtime and TOIL Types Work:
Each type controls settings such as cancellation rules, paid hours flag, manual duration entry, entitlement incrementation, time units, and booking permissions. Defining types ensures consistency in how your organisation tracks and manages additional hours.
How to Set Up a New Overtime or TOIL Type:
- Go to Admin tools > Admin panel > Global > Overtime and TOIL Types.
- Click + Add New at the top of the page.
- Enter a Name and optional Description for the type.
- Under Cancellation Settings, configure:
- Allow cancellation by users
- Use authorisation for cancellation
- Allow cancellation by authorisers
- (Overtime only) Toggle Can mark as paid if records should be flagged as paid.
- Set Manual duration entry to require a duration field instead of start/end times.
- (TOIL only) Enable Entitlement Incrementation and enter an Increment Rate to add TOIL entitlement automatically.
- Click Save at the foot of the page to reveal additional settings.
- Choose the Time Unit (Hours or Days) for new records.
- In Booking Permissions, set:
- Can book own
- Can book reportees
- Can book others
- Apply any further settings as required.
- Click Save at the foot of the page.
Additional Information:
- Overtime/TOIL Type: A configuration that governs how extra hours or time off in lieu are handled.
- Cancellation Settings: Determine who can cancel entries and whether approval is required.
- Can mark as paid: Flags overtime records as paid hours.
- Manual duration entry: Forces entry of a duration value rather than times.
- Entitlement Incrementation: Automatically adds entitlement when TOIL records are created.
- Time Unit: Defines whether entries are measured in hours or days.
- Booking Permissions: Control which roles can create entries.
- Requires ‘System Admin’ role and Overtime and TOIL Setup permission.
- Warning: Changes apply immediately to all users at Global level and cannot be overridden at Template or User level.
- Tip: Standardise naming and settings across types to simplify reporting.
- Use the search function within the platform to quickly find features or settings.