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Limiting absence types - Setting annual allowances for specific leave

This guide has been created for system administrators.

Specific role permissions may be required, including: Absence setup | Entitlement setup.


Important:

The steps in this guide relate to the Advanced Entitlement mode (i.e. you have Entitlement Setup and Entitlement Accrual Setup available in Admin Panel > Global).


Please note: If you would like to switch between Advanced or Standard Entitlement Mode, please raise this as a request to our Support team via a support ticket. 


Overview:

This guide has been designed to walk you through the process of setting up an absence type that limits users to booking a specific number of days per year. This is often used for absences like Volunteering Days, where you may want to grant users an entitlement of 2 days that can be taken at any time throughout the year, or Birthday Leave where you may want to grant a user 1 day that they can book off for their birthday. 


1. New entitlement pot

The first step is setting up the entitlement pot - please see the guide below which highlights how to create an entitlement pot and will also give you steps on applying it to an absence type once both the entitlement pot as well as the entitlement element have been configured in the way you would intend for them to be.

Entitlement Setup - Creating a new entitlement pot 


Once the entitlement pot has been created, you will then see an "Elements" button appear, which will include an element that is titled the same way as the entitlement pot is. We would then recommend editing the element's settings to add in a default entitlement value under "Defaults for New Users", and also turn on the "Accrue on rollover" setting (more on this here). You will also have the option to amend carry-over settings if intended. 


2. New absence type

You can then set up the absence type, ensuring you select the newly created entitlement pot in "Affected entitlements" - this will ensure that any new absence created with this absence type would deduct from the entitlement you created. 

Absence Setup - Adding a new absence type


If you had already created the absence type prior to creating the new entitlement pot, we would recommend opening up the absence type settings and selecting the newly created entitlement pot in "Affected entitlements"


3. Giving users the entitlement

As a final step, you may wish to add a balance for this entitlement to all the users on the system for this year and next year. The best way to do so would be by utilising the "Import entitlement" tool as that will allow you to set the balance for this year, next year, and, if the "Accrue on rollover" setting is enabled, the system will automatically award the balance every following year. Kindly see the below guide to assist you with this: 

Import Entitlement - Bulk updating Users' entitlement 


Please note that if "Accrue on rollover" is set to "No", an entitlement import will need to be conducted every year to award users with the intended balance.

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