How to create a time off type

To create a time off type, go to Time Off ‣ Configuration ‣ Time Off Types and click New. Name the type, choose who approves the requests and whether employees need an allocation, then click Save. Each kind of leave your company offers (annual leave, sick leave, marriage leave) is one time off type, so you can approve, count and report it separately.

Who	Users with the Time Off ‣ Administrator access right.
App	Time Off

Before you start

• Install the Time Off app, see How to install Time Off and set up access rights. The Viin Time-Off module adds the Minimum Time-Off Duration field.

• Choose the approver of each employee in the Time Off field of the employee’s profile if the type is approved by the employee’s approver.

How do I create a time off type?

1. Go to Time Off ‣ Configuration ‣ Time Off Types. The list shows the types of the company. Click New.

2. Type the name of the type, for example Marriage Leave. In Time Off Requests, choose the Approval of the requests. In Allocation Requests, choose whether an allocation is required.

3. In Configuration, set the unit of the leave, who is notified and how the type behaves.

4. In Display Option, choose a Color and a Cover Image. They identify the type on the dashboard and on the calendar.

5. Click Save.

Once saved, the buttons at the top of the form show how many allocations, time off requests and accrual plans use the type.

Which fields do I fill in?

Time Off Requests

Field	What it does	If it is wrong
Approval	No Validation: a request is approved as soon as it is created. By Time Off Officer: an officer approves, and the officers chosen in Notified Time Off Officer are notified. By Employee’s Approver: the approver of the employee approves. By Employee’s Approver and Time Off Officer: the employee’s approver approves first, then an officer gives the second approval.	Requests wait for a person who cannot approve them.

Allocation Requests

Field	What it does	If it is wrong
Requires allocation	Yes: a request needs a valid allocation. No Limit: employees take time off without an allocation.	With Yes, an employee without an allocation has no balance to take time off from.
Employee Requests	Extra Days Requests Allowed: employees can ask for an allocation themselves. Not Allowed: only HR creates allocations. Shown when an allocation is required.	Employees cannot send the New Allocation Request.
Approval (allocation)	The same four choices as for time off requests, applied to allocation requests.	Allocation requests wait for the wrong person.

Configuration

Field	What it does	If it is wrong
Notified Time Off Officer	The officers who are notified to approve a request or an allocation. Shown when an officer is part of the approval.	Left empty, nobody is notified.
Take Time Off in	Day, Half Day or Hours: the smallest unit of a request.	With Day, employees cannot request a part of a day.
Minimum Time-Off Duration	The shortest duration of a request of this type, in hours. Requires the Viin Time-Off module.	Shorter requests are refused.
Public Holiday Included	Counts the public holidays that fall inside a request in its duration.	Employees lose or keep balance on holidays by mistake.
Show On Dashboard	Shows the balance of the type on the dashboard. A hidden type can still be chosen in a request.	The balance does not show on the dashboard.
Allow To Attach Supporting Document	Lets the employee attach a file, such as a medical certificate, to the request.	None.
Kind of Time Off	Worked Time or Absence. Accrual plans that are based on worked time use it to compute the rate.	Accruals are computed on the wrong days.
Display Time Off in Calendar	Each request of this type also creates an entry in the Calendar app.	Leave does not show in the Calendar app.

Negative Cap

Field	What it does	If it is wrong
Allow Negative Cap	Lets employees request more days than the balance, so the balance goes below zero. Shown when an allocation is required.	Requests above the balance are blocked.
Maximum Excess Amount	The largest negative balance allowed. Shown when Allow Negative Cap is ticked.	Employees can borrow more days than you intend.

Common errors

Problem	What to do
Employees cannot request this type.	If the type requires an allocation, create an allocation for them first.
An approver is not notified.	Choose the officer in Notified Time Off Officer, and set the approver in the employee’s profile for the By Employee’s Approver choices.
A request is larger than the balance.	Tick Allow Negative Cap on the type, or add days with an allocation.

Next steps

• How to create a time off allocation: give employees days of this type.

• How to request time off: request time off.