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: Set per entitlement pot at Global → Template → User (lower levels override higher).
- Expiry rule: Choose a period in days/weeks/months since the earning record. On the expiry date, any unspent TOIL is reduced via a system-created negative TOIL record.
- Spending rule: Users can only spend TOIL that has not expired; the expiry date must be on or after the day it’s spent.
- Recording rule: When TOIL is earned (manual record or timesheet-generated overtime), the system stamps and shows an expiry date.
- Linking & audit: Expiry records link to the oldest available earning record of the same Overtime/TOIL Type and reference it (e.g. “TOIL on 03 February”).
- Visibility: Earning records display expiry dates; expired entries are visually distinct and cannot be cancelled. Entitlement views indicate amount pending expiry and link to records. Overtime/TOIL reports include an Expiry date column (blank if not set).
- Admin overrides: Admins can edit/delete expiry records; removing one will not instantly re-expire the balance.
- UI note: For pots marked ongoing, the Carry-Over and Expiry section is hidden.
- Important – enabling behaviour: When you enable TOIL expiry, a confirmation modal appears and the system creates a negative TOIL adjustment for users with an existing TOIL balance to set historic balance to 0. You may delete this adjustment if required.
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.