Once admins have created absence policies, work schedules and holiday calendars for employees, they need to assign them to the employees that they represent. This way, when absences are submitted, the policies, schedules and calendars of that employee are taken into account in the balance calculation.
Assign individually:
To assign a policy to an employee individually, navigate to their profile and click on 'Actions' > 'Assign policies' and choose the type of policy you'd like to assign.
Assign in Bulk:
To assign absence policies, work schedules and holiday calendars, navigate to Company > employees, and select the employees whom you would like to make the assignment for by clicking the checkbox on the side of their names > Select assign policy.
For Absence policies
- Select absence policy as the policy type
- Select the absence type that you would like to assign the user(s)
- Select the absence policy that you would like to assign the user(s)
- Select when the policy should take effect
- Employee hire date
- Current accrual year
- Next accrual year
For Work Schedules
- Select work schedule as the policy type
- Select the work schedule (e.g. Weekdays 9-5)
- Select when the schedule should take effect
- Employee hire date
- Current date
- Custom date
For Holiday Calendars
- Select holiday calendar as the policy type
- Select the holiday calendar (e.g. DE bank holidays)
- Select when the calendar should take effect
- Employee hire date
- Current date
- Custom date
Assign default absence policies, work schedules, and calendars
Admins can also assign default absence policies, work schedules, and calendars for employees at relevant work locations.
To do so, navigate to Admin settings > work locations.
Create/edit a work location. Within the work location, along with the geographical identifiers, you can specify the following properties to be automatically assigned to users based on their assignment to that work location (if the relevant modules are enabled):
- Currency
- Holiday Calendar
- Work schedule
- Sick Leave
- Vacation(paid)
- Parental leave
- Educational Leave
- Quarantine
- Long-term sick leave
- Garden Leave
- Payroll policy
Unassign absence policies
Similarly to other policy assignments, to unassign absence policies, you can navigate to 'Company'> 'Employees' > select the check box next to the user profiles you need to change the assignment for > Assign policy > Absence policy > select the absence type > select "none (unassign existing absence policy)." This will remove the current assignment and you can assign a different policy if necessary.
Re-assign absence policy
In the event that a user has changed their contract and now needs a different absence policy to reflect their current contract (from salary to hourly), you can re-assign absence policy for the same absence type using the same steps up but by selecting the new absence policy you would like assigned to the user.