Before an employee can request time off in their profile, an HR Admin must select which time-off types are available to each employee and the policy that applies to 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 steps below:
- Select Actions > Manage time-off policies within the employee profile.
- Enable the toggles for the applicable time-off types, then select the time-off policy to use when allocating the employee's balance for each type.
- Once you are done, click Save to complete the process.
Notes:
- At any given time, each employee can have only one active policy of each type.
- Available time-off policies are filtered by the employee's entity and location, 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.
💡 You can assign policies to employees (for the first time) and update their balances in bulk via a CSV file.
Updating a time-off policy for an employee
To update an employee's time-off policy as an HR admin, you will need to switch from one policy to the other without toggling off the related time-off type.
If you modify 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.
- Past time-off requests (both approved and pending) and the activity log will remain unaffected.
- If the new policy has a different duration, renewal date, or measurement unit, the old balance won't be transferred.
- Any approved or pending requests created with the previous policy will be canceled so it's advised to prompt your employees to request them again via the new assigned policy.
- The new balance will be allocated according to the newly assigned policy.
Updating time-off policies in bulk
To update a time-off policy for multiple employees at once (for example, to change the accrual period), follow the steps below. For this to work, the old and new policies must be under the same time-off type.
- Duplicate the existing policy under the same time-off type and update the related settings as needed.
- Go to Work calendar > Actions > Bulk update time off and generate a CSV for the employees currently assigned to the old policy.
- Open the CSV and replace the old policy name with the new policy name.
- Remove the balance value if you want Workable to prorate the balance automatically between the two policies.
- Go back to Work calendar > Actions > Bulk update time off and upload the updated CSV.
👉 Next steps: Learn how to adjust time-off balances (if needed).