Time off and balances

A time-off policy is a kind of time off with its allowance and rules, such as Vacation or Sick. Each person is on the team's policies from their start date, and their file shows each balance for the leave year.

Policies

Settings, Time-off policies lists them. Each has:

• days or hours, and an allowance for a full-time year;
• when it is added: all at the start of the year, each month, or per hour worked;
• Pro rata by hours, which gives part-time people the allowance in proportion to their contracted hours, and to the part of the year they work;
• how much carries over into the next leave year, and when that expires;
• how far below zero a balance may go;
• whether time off on it needs approval, whether it is paid, and whether holidays inside it are counted.

The leave year is the team's, set in Settings, or each person's from their start date.

Holidays

Settings, Holidays lists the team's days off, for everyone or one location. Add one, or paste several, a line each: the date, then the name. Time off does not take holidays from a balance unless the policy counts them.

Asking for and recording time off

A person asks on My file with Ask for time off, choosing the policy. Magpie works out the amount from their workdays and holidays and refuses a request that would take the balance lower than the policy allows.

A manager chooses Record time off on the file, which approves it at once. Time off in the navigation lists what is waiting with the balance after each, with Approve and Decline; Staff Scheduling shows the same decisions. It also shows who is off each day of a month, and every balance, with a CSV.

Approved time off and the team's holidays show on the person's own Calendar, each day as an all-day item, unless they turned shifts off in Calendar.

Adjusting a balance

Adjust balance on the file records a correction, an opening balance, or a payout of untaken time off when someone leaves. Each is kept with its date and reason and is never changed.

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