Who this guide is for: System administrators – Requires ‘System Admin’ role, Entitlements, and Overtime and TOIL Types permissions
Overview:
Set up TOIL expiry so earned TOIL automatically expires after a defined period (days/weeks/months) from the earning date. Expiry can be applied at Global, Template, or User level and only applies to overtime/TOIL entitlement pots.
How TOIL Expiry Works:
Scope & levels: Configure per entitlement pot (overtime/TOIL pots only) at Global → Template → User (lower levels override higher).
Expiry rule: Choose a period in days/weeks/months since the earning record. On reaching the expiry date, any unspent TOIL is expired via a system-created negative TOIL record.
Spending rule: A booking can only use TOIL that has not expired. The TOIL’s expiry date must be on or after the day it’s being spent.
Recording rule: When TOIL is earned (manual record or timesheet-generated overtime), the system stamps an expiry date and displays it to the user/admin.
Audit & linking: Expiry records link to the oldest available earning record of the same Overtime/TOIL Type and reference it in the details (e.g. “TOIL on 03 February”).
Visibility:
On earning records: show the expiry date; expired entries are visually distinct and cannot be cancelled.
In entitlement view: indicate amount pending expiry (with breakdown tooltip where available) and link to the records list.
In reports: Expiry date appears as a new column (blank if not set).
Admin overrides: Admins can edit/delete expiry records; removing an expiry record will not instantly re-expire the balance.
UI note: For pots marked as ongoing, the Carry-Over and Expiry section is hidden to avoid confusion.
How to Set Up TOIL Expiry
A) Configure at Global (default for everyone)
Go to Admin tools > Admin panel > Global > Entitlements.
Click Edit on the relevant TOIL/overtime entitlement pot.
Open Carry Over and Expiry (or Expiry) and enable TOIL expiry.
Set Time period (e.g. 90 days, 12 weeks, 3 months) since earning record.
Click Save (top of page).
B) Configure at Template (override Global for that group)
Go to Admin tools > Admin panel > Template > User Templates.
Click Edit on the required template (lands on Template Settings).
Select the Entitlements tab > Advanced.
Edit the TOIL/overtime entitlement pot and enable TOIL expiry; set the Time period.
Click Save Template (top of page).
C) Configure at User (one-off exception)
Go to Admin tools > Users.
Search and click Edit for the user.
Open the Entitlements tab > Edit the TOIL/overtime entitlement pot.
Enable TOIL expiry and set the Time period.
Click Save User (top of page).
D) (Optional) Navigate from Overtime/TOIL Type
Go to Admin tools > Admin panel > Global > Overtime and TOIL Types > Edit a type.
Use the on-page banner link “TOIL expiry can be set up on the entitlement pot setup page.” to jump directly to the matching level’s Entitlement page for the correct pot.
Additional Information:
TOIL expiry: Automatic reduction of unspent TOIL after a configured period from the earning date.
Entitlement pot (TOIL): Balance that increases from approved overtime/TOIL records and can be spent as time off.
Reports: The Expiry date column appears in Overtime and TOIL reports; it’s blank if no expiry is set.
Permissions: Requires ‘System Admin’ role, plus Entitlements to set pot rules; Overtime and TOIL Types for type settings and banner link.
Warnings:
Template/User overrides Global.
Expiry creates negative TOIL records using the same Overtime/TOIL Type as the earning; expired records are non-cancellable.
Best practices:
Start with a pilot group at Template level; monitor pending expiry indicators before rolling out globally.
Communicate rules (e.g. “TOIL expires after 3 months”) to managers and employees.
Align notice/booking rules so users can reasonably spend TOIL before expiry.
Tip: Use the search function within the platform to quickly find features or settings.