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Setting Up Time offs

How to adjust time off settings

Justine Allard avatar
Written by Justine Allard
Updated over 3 weeks ago

Customize your time-offs settings to facilitate time-offs management within your organization.


1 - Time off types and banks

How to set up all your time-off types and banks

To access and modify them;

  1. Go to the “Settings” tab in the main menu on the left

  2. Select the “Time off” sub-menu

  3. Click on the “Types and banks” option at the top

A list of default time-offs will be suggested. You can manage options/modify existing time-offs (1.1), add new ones (1.2) or delete them (1.3).

1.1 Manage time-offs options (modify)

Click on the time-off you wish to modify. You'll then be able to;

  1. Change the title of the time-off

  2. Determine if this time-off type is paid or unpaid

  3. Determine if you want to track it in a bank

    If you decide to track it in a bank, determine the time allocation method.

    You have 3 options:

    Allowance: Allows you to enter a number of days per year

    Accrual: Allows you to set a percentage or number of days that will be automatically added to the bank according to set criteria.

    Manual: Allows you to enter the balance manually in the banks

    For more details on leave banks, please consult this article.

  4. Determine whether you are counting the hours associated with the time-off in the overtime calculation

  5. Determine the unit: hours or days

  6. Determine the hours calculation method: manual or automatic.

1.2 Add a new time-off type

To add a new time-off type, scroll down the page and click on "Add"

You will then be able to;

  1. Name the time-off

  2. Determine if it's paid or not

  3. Decide if you want to track it in a bank

  4. Determine whether you are counting the hours associated with the time-off in the overtime calculation

  5. Determine the unit: hours or days

  6. Determine the hours calculation method: manual or automatic.

1.3 Archive a time-off type

If you want to remove a time-off type from your account, you can easily archive it by clicking on it and then clicking on the "Archive" icon at the bottom right corner.

You can also easily reactivate archived time-off types if needed.

  1. Click on the "Archived" tab

  2. Click on "Restore"


2- Settings

Agendrix offers several options and settings to manage your time-offs.

To access the time-offs settings;

  1. Click on "Settings" in the menu on the left of your screen

  2. Select the "Time off" sub menu

  3. Click on "Settings" at the top of the screen

Settings

The general settings can be customized to suit your needs.

  1. Reference year: Determine on what date your business year starts. On that date, your time-offs balances will reset.

  2. Days of notice: Determine how many days of notice you require for a time-off request.

  3. Length of time-off per day: This value will be the default value when a time-off is created (can be modified in the time-off afterwards or overridden in the employee's individual profile).

    The time off duration also allows you to enable supervisors to exclude breaks from a leave request.

  4. Days recorded: Select the days to be counted by default for time-offs. For example, if your company is closed on Sunday, you can uncheck this day.

5. Options

5.1 Time off type must be specified when creating time off: We recommend that you always keep this option active

5.2 Allow employees to modify paid days when creating a time off request: Employees could indicate that they wish to take a 2 weeks vacation, but get paid only 10 days.

5.3 Allow employees to suggest a time off type when creating a time off request: This will help you determine the reason for the time-off request

5.3.1 Make the justification optional if a time off type was suggested

5.3.2 Suggest all time off types: We recommend that you remove the time-off types that are not chosen by the employee, ex: Public Holiday


3- Automated time off

Automated time-offs can be created in your organization's settings so that they are automatically added to all your employees.

This considerably reduces your administrative workload and avoids oversights.

Adding new employees during the year? No problem! With automated time-offs, scheduled time-offs are automatically added to their schedules! 🤩

To access automated time-offs;

  1. Click on "Settings" in the main menu to the left of your screen

  2. Click on the "Time off" sub menu

  3. Click on the "Automated time off" tab at the top of the screen

  4. A list will automatically be generated based on your region

For more details on how to add, modify or delete automated time-offs, please consult this article.


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