Time tracking policies help employees manage their time effectively, increase accountability, and ensure fair compensation for their work. Once Time Tracking policies are created, they can be assigned to employees. Then, when employees are recording their work/break hours - the submission availability, requirements and notifications will depend on the policy they are assigned.
Assigning policies in bulk
To assign employees to policies in bulk, navigate to ‘Company’ > ‘Employees’ and start selecting employees by checking the box next to their profile pictures. You can select all or only a selected group.
When you start selecting employees in bulk, additional action ‘Assign policy’ will appear at the top. Click on it and select the ‘Time tracking policy’. In the field below, select a policy from the drop-down to apply to all of the selected employees.
Live reassignment
You can select whether the policy assignment is relevant for the current cycle or for the next cycle. If it is relevant for the current cycle, enable 'live reassignment' to move all time tracked from resubmitted timesheets in the old policy to a new timesheet in the new policy. If the new policy hasn't started yet, the user will remain in the old policy until the new one starts.
Assigning policies individually
To assign a Time Tracking policy to an employee individually, navigate to their profile and click on 'Actions' > 'Assign policies' and choose 'Time Tracking' as the type of policy you'd like to assign.
Assigning Work schedule and holiday calendar through Work locations
When you create work locations in Leapsome, each location automatically inherits the attributes tied to it. This means that all employees belonging to that location can be assigned default work schedules and holiday calendars. These attributes are important when creating Time Tracking policies.
To create work locations, navigate to 'Settings' > 'Company' > 'Work locations'. Then, assign these locations in employee profiles individually or by bulk in the 'Employees' list or an Excel upload.
Unassign time tracking policies
Admins can easily unassign employees from time tracking policies by using the dropdown option 'None (unassign any existing time tracking policy)' when assigning policies. This feature works similarly to payroll and absence policy unassignments.
How to unassign a time tracking policy
To unassign a time tracking policy from an employee:
Navigate to 'Company' > 'Employees' > select the checkbox next to the employee profiles you need to change > 'Assign policy' > 'Time tracking policy' > select 'None (unassign any existing time tracking policy)' from the dropdown.
The unassignment behavior depends on your live reassignment settings:
Live reassignment OFF: The employee stays in their old policy until the next cycle begins, when they won't have any policy assigned. The system unassigns the policy to stop generating new timesheets but leaves the current timesheet available for adding entries, submitting, and approval.
Live reassignment ON:
- Timesheet not submitted: The current timesheet will be closed immediately
- Timesheet already submitted: The existing timesheet stays visible, but no new timesheets will be created for the next cycle
When unassigning with live reassignment enabled, a confirmation modal will appear asking: "Are you sure you want to unassign the time tracking policy?" The modal explains that if live reassignment is enabled and the employee has an active timesheet, it may be closed immediately if not yet submitted. Submitted timesheets will remain as-is, and future timesheets will no longer be created.
All previous timesheets remain unchanged, ensuring complete record retention.
Changes may take a few minutes to apply.