Before an employee can request time off in their profile, an HR Admin must select which time-off types should be available for each employee and the policy that needs to be applied for each type.
📌 Prerequisites:
- Create your time-off types and policies under the Time off settings page.
- Assign the employee’s work schedule (Actions > Edit profile form)
Now, follow the below steps:
- Select Actions > Manage time-off policies within the employee profile
- Enable the applicable time-off types' toggles and then select the time-off policy that should be used to allocate the employee's balance for each type.
- Once you are done click Save to complete the process
Notes:
- At any time, each employee can only have one active policy of each type.
- Available time-off policies are filtered based on the employee's entity and location, the policy settings, and status (enabled/disabled). If a policy is disabled, it cannot be assigned to employees.
When a time-off type is initially assigned to an employee, Workable will allocate the accrual balance for the current cycle based on the employee's start date. The balance will become available shortly after the assignment (under Time off tab > Balances), and the time-off profile views will be updated once calculations are completed.
Updating a time-off policy for an employee
If the HR admin modifies the applicable policy for a previously enabled time-off type, the changes will take effect immediately, depending on the similarities between the old and new policy.
- If the old and new policies have the same cycle duration, renewal date, and measurement unit, the employee's balance will be calculated with a proration within the cycle for the new and old policy’s allocated amount accordingly. Upon the next accrual, the employee will receive the appropriate amount of time off according to the latest policy set.
- If the new policy has a different duration, renewal date, or measurement unit, the old balance won't be transferred.
- Any requests that are already approved won't be affected
- Any pending requests created with the previous policy that haven't been approved or rejected will be canceled and the new balance will be allocated according to the newly assigned policy.
👉 Next steps: Learn how to adjust time off balances (if needed).