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Leave Policies

Leave policies define the different types of leave available in your organisation, such as Annual Leave, Sick Leave, Maternity Leave, and more. Every leave request must be associated with a policy, so setting these up correctly is essential for accurate tracking and reporting.

Policies and Sub Policies​

A Policy​

Policies act as the umbrella under which leave requests are made and tracked. Each leave type your organisation offers should be set up as a policy. This includes:

  • A name (e.g. Annual Leave, Sick Leave)
  • Public vs Private visibility settings (more on that below)

A Sub Policy​

Within each policy, you can define sub-policies. These are useful if you want to track different types of leave under the same category.

For example: You might have a Sick Leave policy with sub-policies for:

  • Short-term Sick Leave
  • Long-term Sick Leave
  • Medical Appointments

By default:

  • Any leave logged under a sub-policy counts towards the main policy's entitlement.
  • This allows more detailed tracking while keeping the total leave balance accurate.

Public vs Private Policies​

Each policy can be set as either:

  • Public: Leave taken under this policy is visible to the team (e.g., on the shared calendar). This is ideal for general leave types like annual leave, where visibility helps with planning and coordination.
  • Private: Only administrators, line managers, and the employee's manager's manager can see leave taken under this policy. This is ideal for more sensitive types of leave, like compassionate leave or personal time.
note

You can adjust visibility on a per-policy basis, giving you control over how much information is shared across the team.

Standard vs Accrual Types​

When you add a new Leave Policy it will assign a sub-policy of standard type. This means that leave entered by employees will be deducted from their overall entitlement.

Some sub-policies may be used to increase an employee’s leave entitlement — for example, a Bonus Leave or Time Off in Lieu sub-policy. This is known as an Accrual type.

Details

To enable accrual: You can change an existing sub policy by using the blue edit button and choosing Accrual in the Type dropdown.

You can add a new sub policy by using the controls at the bottom of sub policies box, choosing Accrual in the Type dropdown and the Add Sub-Policy button

Deleting Policies​

If you no longer need a leave policy, you can delete it. However:

  • The policy may still appear in historical cycles if any employees have leave requests associated with it.
  • This ensures reporting accuracy and allows you to review past leave data without gaps.
warning

Deleted policies are not available for new leave requests but remain visible for reference in the past.