In order to effectively utilize the HRIS and set up payroll management, Admins must first configure and assign absence policies, work schedules, and holiday calendars to effectively calculate allocated hours and absence balances that align with company policies.
Configure and update absence policy
Admins must create absence policies and assign these policies to employees so that employees can select that specific absence type when making requests. Absence policies can be edited and each edit will trigger a recalculation of absence balances for all employees that are currently assigned to this absence policy. More information on creating absence policies can be found in this article.
After all the relevant absence policies are created, you must assign the absence policies to users to ensure proper calculation of absences are available. More information on how to assign absence policies can be found in this article.
Archive absence policy
Once absence policies are created, they cannot be deleted, but can be archived if they are no longer relevant to any employees. To archive an absence policy, navigate to 'Absence' > 'Absence policies' > select the policy you would like to archive > select the three vertical dots on the right of the policy > 'Archive absence policy'.
Please note: Only policies that are not assigned to any users will have the option to archive in the settings.
Manage absence policy assignment slots
By default, Leapsome provides one assignment slot for each absence type. If you want to assign more than one policy per absence type, you can create additional assignment slots below. To do that, navigate to 'Absence' > 'Absence policies' > 'Actions' > 'Manage absence policy assignment slots'.
Configure and update work schedules
Admins must create work schedules and assign these work schedules to employees. Work schedules can be edited, and each edit will trigger a recalculation of the absence balance for all employees that are currently assigned to this work schedule. More information on creating work schedules can be found in this article.
After all the relevant work schedules are created, you must assign the work schedules to users to ensure proper calculation of absences are available. More information on how to assign work schedules can be found in this article.
Archive work schedules
Once work schedules are created, they cannot be deleted, but can be archived if they are no longer relevant to any employees. To archive a work schedule, navigate to Time tracking > policies > select the policy you would like to archive > select the three dots on the right of the policy > archive policy.
Please note: Only policies that are not assigned to any users will have the option to archive in the settings.
Configure and update holiday calendars
Admins have the ability to create different holiday calendars to assign to employees located in different countries/regions with different public holidays. You can select a region and assign employees located in that region to ensure they have the correct public holidays assigned to their timesheets and calendars. Admins can also add custom holidays to each calendar
For companies located outside of Germany, admins can create custom holidays for each country in each calendar and assign the users located in those countries, with the relevant holiday calendar.
If there are certain default public holidays that you would like to not be included in the configuration, click on the toggle titled 'Disabled' on the right side of the holiday.
To create Holiday calendars, navigate to 'Settings' > 'Company' > 'Holiday calendars' > 'Actions' > 'Create Calendar'. Admins would then need to assign these calendars to the relevant employees. To assign holiday calendars, navigate to 'Company' > 'Employees' > select the relevant employees in bulk > 'Assign policy' > select holiday calendars for policy type > select relevant holiday calendar > select when change should take effect > 'Save'.
During the assignment, you can choose whether the calendar should be assigned from the start date of the employee, from the start of the current accrual year of the policy, or from the start of the next accrual year. Each assignment will trigger a recalculation of the absence balances for all affected employees via an agenda job.
The absence calendar will show/define holidays for user based on the holiday calendar assigned to them and their location.