How to manage leave policies

How to manage leave policies#

For: Admin You’ll need: The Owner or Admin role — Managers can view policies but not create, edit, or delete them. Also a clear picture of how this leave behaves — see Tracking modes — balance, spell, and unlimited and Aggregation scope, ceilings, and accrual before you start.

You’ll list, create, edit, and delete the leave policies that govern absence in Shiftavo.

Open the leave policies list#

  1. In the sidebar, open Company → Policies & rules → Leave policies.

  2. To narrow the list, click the filter icon in the toolbar and pick a property — ‘Leave type’, ‘Accrual method’, or ‘Deduction method’ — set its value and click ‘Apply’. Repeat for each further filter; they show as chips below the toolbar, with × to remove one and ‘Clear’ to remove them all.

  3. Click a column header to sort; use the columns control to show or hide fields.

The list remembers your filters, sort, and column choices between visits.

Create a leave policy#

  1. On the list, click ‘Create’ in the top-right (on an empty list, the button reads ‘Create leave policy’).

  2. Work through the form fieldset by fieldset:

    • Policy identity — ‘Name’ (what people will see: “Vacation”, “Sick leave”), ‘Leave type’, and ‘Tracking unit’.

    • Tracking mode — balance, spell, or unlimited (see Tracking modes — balance, spell, and unlimited). Spell reveals ‘Aggregation scope’, ‘Continuation regime’, ‘Waiting period (days)’, ‘Ceiling mode’, ‘Max consecutive weeks’, the ‘Tier ladder’, and the ‘Linking window (days)’ — see Aggregation scope, ceilings, and accrual and EFZG §3 spell linking.

    • Deduction method — how many hours one booked day costs. See Aggregation scope, ceilings, and accrual.

    • Accrual & entitlement — ‘Balance source’, ‘Accrual method’, ‘Accrual interval’, ‘Entitlement hours’, ‘Hourly accrual rate’, and ‘Max balance’.

    • Pay & limits — ‘Payment %’, ‘Negative balance limit’, ‘Max hours per request’, and ‘Max hours per year’.

    • Carry-over — ‘Carry-over max’ and ‘Expiry months’. See Carry-over rules.

    • Notes — free text for your future self.

  3. Click ‘Save’.

For a tiered ceiling, add the rungs of the ‘Tier ladder’ after saving — see How to manage tiers on a leave policy.

Edit a leave policy#

  1. On the list, click the policy’s row — it opens the edit form directly.

  2. Change any field. The form is the same as the create form.

  3. Click ‘Save’.

Warning

Changing tracking mode or accrual method on an active policy doesn’t rewrite past leave-balance transactions. The new rules take effect from the next accrual or grant.

Once people on the policy have leave-ledger entries for its leave type, two fields are locked. ‘Leave type’ can’t change (‘A policy with ledger entries cannot change leave type.’), and a balance-tracked policy can’t change its ‘Balance source’ (‘A policy with ledger entries needs an explicit balance migration before changing its balance source.’).

Delete a leave policy#

  1. On the list, click the policy’s row to open the edit form.

  2. Click ‘Delete’.

  3. In the ‘Delete item?’ dialog, click ‘Delete item’ to confirm.

There is no bulk delete — policies go one at a time.

Warning

Deleting a policy is rejected while it’s still assigned: the toast reads “Can’t delete — this policy is assigned to: …. Unassign it first.” Re-assign the affected employment types, then delete.

Verify it worked#

After save, the policy appears in the list with the leave type and methods you chose. After delete, the row is gone and a toast confirms it.