Set the holiday rules for a location
Choose a location’s weeks of holiday a year, its leave year, what carries over, how irregular hours build holiday, and how many people can be off in a day.
Each location has its own holiday rules. Everyone’s balance there is worked out from them, unless a figure has been typed on the person. This is on the web only.
Go to Settings, then Location settings
- Pick the location. The page is headed Location. Scroll to the section headed Holiday.
- Set Weeks a year. It starts at 5.6. A mark under the fields reads “Meets the UK minimum · 5.6 weeks” or “Below the UK minimum · 5.6 weeks”, comparing your figure with 5.6.
- Set Days carried over: the most days of unused holiday that go into the next leave year. Nought means nothing carries over.
- Choose the month under Leave year starts. It is January unless you change it.
- Choose Weekly or Monthly under People are paid. Holiday that builds from hours worked is added up one pay period at a time.
- Choose how irregular hours build holiday: Hours worked · the statutory method or Average week · 52 paid weeks.
- In the section headed Time off, set Most off in a day if you want a limit. Leave it empty for no limit. 0 means nobody can be off: the page says 0 · nobody can be off beside the box.
- Press Save settings at the foot of the page. It says Settings saved.
Beside the fields, a small panel works your choices through for made-up people, so you can see what the figures come to before you save.
What each setting does
- Weeks a year. A person on contracted hours gets this many of their contracted week for a full leave year. For holiday that builds from hours worked, it sets the percentage: 5.6 weeks is 12.07% of hours.
- Days carried over. At the start of a leave year, what a person had left from the year before comes over, up to this many days. A day here is a fifth of their contracted week, or 8 hours if they have none. Nothing comes over from a year the app kept no balance for.
- Leave year starts. Balances, the log and the balances list all run over the twelve months from the first of this month.
- Irregular hours build holiday by. How holiday is worked out for people without contracted hours. How holiday builds up explains both choices.
- Most off in a day. A request cannot be sent if this many people are already approved off on any day it covers. Requests still waiting do not count, so several can wait on the same day. The limit is checked again when a request is approved: the approver is told which day is full and by how many, and can still choose to go over it. See Approve or decline time off.
If it doesn’t work
- There is no Location settings page
- It needs the “Add locations and edit their settings” permission, which Admins have by default.
- “Most off in a day”, with “A whole number, or blank for no limit”
- Most off in a day has a figure below nought or a part of a person. Type a whole number, or clear the box.
- Nobody at the location can send a request
- Most off in a day is set to 0, which means nobody can be off. They are told “the limit is 0 people off a day”. Clear the box for no limit, or type the number you mean.
- “Max must be greater than min”
- This is about the Labour target section higher up the same page, which is saved with the same button. Put it right and save again.
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