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 Settings tab of the employee’s profile if the type is approved by the employee’s approver.

How do I create a time off type?¶

Go to Time Off ‣ Configuration ‣ Time Off Types. The list shows the types of the company. Click New.
Type the name of the type, for example Marriage Leave. Choose the Duration Type (the smallest unit of a request) and, in Time Off Requests, the Approval of the requests. In Allocation Requests, choose whether an allocation is required and who approves the allocation requests.
In Configuration and Negative Cap, set how the type behaves.
In Display Option, choose a Color and a Cover Image. They identify the type on the dashboard and on the calendar.
Click Save.

Once saved, the buttons at the top of the form show how many allocations and time off requests use the type, and how many accrual plans when at least one plan is linked to it.

The buttons at the top of a time off type with its allocations and requests

Which fields do I fill in?¶

General¶

Field	What it does	If it is wrong
Duration Type	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.
Count as	Absence or Worked Time. Accrual plans that are based on worked time use it to compute the days earned.	Accruals are computed on the wrong days.
Project Required	Asks the employee to choose a project when requesting this type. Shown when the time off project timesheet module is installed.	None.
Notify HR	The time off 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.
Company	Restricts the type to one company. Shown when several companies exist. Leave it empty to share the type.	The type is missing in another company.

Time Off Requests¶

Field	What it does	If it is wrong
Approval	None needed: a request is approved as soon as it is created. By Time Off Officer: an officer approves, and the officers chosen in Notify HR are notified. By Employee’s Approver: the approver of the employee approves. By Employee’s Approver and Time Off Officer: the approver gives the first approval, then an officer gives the second one.	Requests wait for a person who cannot approve them.

Allocation Requests¶

Field	What it does	If it is wrong
Requires allocation	Ticked: a request needs a valid allocation. Not ticked: employees take time off without an allocation.	With the box ticked, an employee without an allocation cannot request time off.
Allow Employee Requests	Ticked: employees can ask for an allocation themselves with New Allocation Request. Shown when an allocation is required.	Employees cannot send an 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
Ignore Public Holidays	Ticked: the public holidays inside a request are counted in its duration. Not ticked: they are left out of the duration.	Employees lose or keep balance on holidays by mistake.
Hide On Dashboard	Hides 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.
Require Supporting Document	Lets the employee attach a file, such as a medical certificate, to the request.	None.
Eligible for Accrual Rate	Takes the type into account when accruals are computed. It is always on for the type Worked Time.	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.
Allow Request on Top	Lets users request another time off on top of a time off of this type. Shown for the type Worked Time.	An overlapping request is blocked with a warning.

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. Enter the largest negative balance next to up to.	Requests above the balance are blocked, or employees borrow more days than you intend.

Display Option¶

Field	What it does	If it is wrong
Color	The color of the type on the dashboard and on the calendar.	Two types look the same.
Cover Image	The icon shown with the balance of the type.	None.

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 Notify HR, 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.
The balance of the type does not show on the dashboard.	Untick Hide On Dashboard and check that the employee has 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.