Through this policy, we can inform our staff of how many vacation days they have.
Click on the top right corner on the Settings ⚙️ icon > Policies > Vacation Policy. On the new screen, select the Add option to create a new policy. Within it, you should keep in mind the following aspects to configure:
- Give a name to this vacation policy in order to easily differentiate it from the rest.
- Indicate the number of vacation days and whether these will be calendar days or working days. You can learn the difference between these types of days through this post: How to make a modification to the vacation policy.
- Also choose whether holidays are included in the vacation count or not.
- Enable the option to request half days of vacation. If we activate this option, employees will be able to request half a day of holiday, that is, fractions of a day (0.5 days), for those occasions when they do not want to request a full day and only wish to take half of their working day.
- Indicate whether unused vacation days expire or not. We can mark that they do not expire (and are carried over and accumulated with the vacations of the following period), or that the vacations days expire from a specific date.
For example, if in our company vacation days expire at the end of the year, we will select the “expire” option and indicate the date as 01/01. - Configure whether employees with temporary contracts should have the same vacation policy as employees with permanent contracts or if employees with temporary contracts will retain their vacation entitlement until the end of their contract.
- Set the team’s days off. You can find more information on this in the post How to set up the Vacation Policy.
- In the Add modifications to the vacation policy, we can record any possible changes to the policy and thus keep a historical record. We explain all the steps in the post How to make a modification to the vacation policy. It will be necessary to use this section when, for example, in our company, the number of available holiday days changes compared to the previous year. In this way, we can record the change without it having a retroactive effect.
Once we have everything configured, we will click the Add button at the bottom to save the changes.
Please note that if something about the holiday policy doesn’t seem right, you should check by accessing it to see if any modifications have been made. For example, if when making a holiday request the option to “allow half day” does not appear, but it was previously available, you should check whether a modification has been added to the holiday policy in which that flag is not enabled.
How to assign the vacation policy created
Once the vacation policy has been created, we can assign it in different ways:
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Set it as the default policy for the company: We can configure it as the default policy so that all employees are assigned the same one.
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Assign it to a specific WorkPlace: This can be done by selecting the appropriate centre or centres in the policy settings, using the "Work Places" dropdown. This way, all employees in the selected Workplaces will have this policy assigned, overriding the default policy.
👉 Please note that the "Work Places" field is optional. If we don't want all employees in a particular work place to be assigned this policy, we should leave it empty.
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Assign it at an individual employee level: This can be done by going into each employee’s profile. Navigate to People, click on the relevant employee (you can use the search tool 🔎), and once inside their profile, go to the Policies tab. In the Vacation section, select the appropriate policy.
In case you have additional vacation days due to seniority, please contact the Customer Success team so we can enable this option for you and explain how it works.