Set up leave types

Every leave has a type: holidays, sick leave, personal days… The type decides who it applies to, its limits, how it’s requested and whether it can be extended. A person can only request the types assigned to their contract. How they’re requested is explained in Request a leave; how they’re resolved, in Approve or reject leaves.

Create a leave type

Go to Settings › General settings › Administration › Leave types and click Add leave type.
Fill in the wizard’s steps. You can move between them in any order.
Click Save.

To change a type, click the pencil on its row: the same wizard opens. Changes apply to leaves requested from then on.

General

Public name: the name people see when requesting the leave. Administrative name: the name your institution sees.
Absence type: paid, unpaid, medical, holidays, days off or other. It decides the colour and group it appears in on the calendar; it doesn’t change the limits.
Active: an inactive type is no longer offered. Leaves it already has don’t change.

Scope: who it applies to

Beneficiaries: General, for any contract, or Team, for the roles you choose. With any role that has an ensemble — musicians, technical staff, conducting and composition — you can also limit it to certain ensembles: leave them empty and it applies to every contract with that role. Soloists and teachers have no ensemble, so they are never filtered by it.
Apply automatically to the contract: the type is assigned automatically to current contracts that match the scope, both existing and new ones, and removed from those that stop matching if you change the scope. A new type comes with this option turned on.

If you leave it off, assign it by hand to each contract: on the contract record, Leave types card › Manage leave types › Add leave type, and save the contract.

Limits

Max amount: how many days can be taken. In its Computing you choose whether they count per Year, per Season or Per request, that is, the longest each leave can last.
Type of days: Calendar days, every day; Working days, the days each person’s contract works (their Working days), without your institution’s holidays unless the contract works on holidays; or Hours, for leaves counted in hours, such as union hours.

Counting in hours requires the time range: when you choose it, Start time and End time are turned on and can no longer be turned off. A leave spanning several days is the same range on each working day: 9 to 11 from Monday to Wednesday is 6 hours. The amount, the balance and the person’s warnings are all shown in hours.

A type that already has leaves cannot change how it is counted, because its amounts are in the previous unit. If you need it with another unit, create a new type and deactivate the old one.
Max requests: how many leaves of this type someone can have per year, per season or In total.

Only approved leaves of the same contract and type count. With the per-season count, set up your institution’s seasons first. When requesting a leave, the person sees their balance: days used, days left and approved requests. These limits also apply when your institution records the leave.

Request

Can be requested: if it’s off, only your institution can record leaves of this type, for example sick leave.
Approval required: the request arrives as pending and your institution approves or rejects it. Without it, it’s approved as soon as it’s requested.
Minimum days in advance: how many calendar days in advance it has to be requested. If you turn on Allow skipping minimum days in advance, the person can request it with less notice: they see a warning and your institution sees the request marked as late.
Waiting period between requests (days): minimum days from the end of the last approved leave of this type to the start of the next one.
Editable while pending and Cancellable while pending: whether the person can change or cancel their request before it’s resolved.

Your institution doesn’t have to respect the notice or waiting period when recording a leave.

Leaves that can be extended

They’re for leaves whose end date isn’t known in advance, such as sick leave: they’re created with a provisional end date, extended when needed and, once it’s known when they end, the date is marked as final.

Allows to extend the days of absence: leaves of this type are created with a Provisional end date and have the Extend button.
User can extend: the person can extend their leave themselves once it’s approved and mark its end date as final, on the web or in the app. If it’s off, only your institution does it.
Extension limit: how many times each leave can be extended. Empty means no limit.

Extending doesn’t change the leave’s status or ask for approval again. How to extend is explained in Approve or reject leaves and, for the person, Request a leave.

Form

Decide which fields the person sees when requesting the leave: Start time and End time, for leaves of a few hours; Reason; and Documents, to attach supporting documents. Tick Required on the reason or the documents if it can’t be sent without them.

If it doesn’t work

Someone doesn’t see the type when requesting a leave. It has to be active, assigned to their contract and have Can be requested turned on.
You can’t find the type when assigning it to a contract. It’s inactive, it’s assigned automatically or it doesn’t match its scope. If All applicable types are already assigned appears, the contract already has them all.
Someone can’t request more days or more leaves. They’ve reached the Max amount or the Max requests for the period. If they’re entitled to more, raise the type’s limit.
It won’t let you delete a type. Cannot delete a leave type with associated leaves appears: deactivate it so it’s no longer offered.
Add leave type is disabled. Select a contract to add appears: you have contracts from several institutions selected at the top. Choose one in Contract.
You don’t see Leave types. Your access role doesn’t include it. Talk to the person who manages your institution.

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