When creating attendance policies, we recommend aligning each policy with your organization's daily operations and internal procedures. Attendance policies should be customized based on your company structure, team types, and geographical locations. Each attendance policy should belong to a specific parent category, typically an absence type you have previously defined. Attendance policies commonly adhere to the widely accepted rule that all absences fall into one of three primary categories: vacation, sick leave, or personal days.
For example, if your company has headquarters in Berlin with departments in other countries such as Poland and Italy, it's essential to account for local regulations in each country. Regulations regarding vacation, sick leave, and personal days can vary significantly by location. Therefore, administrators must create specific policies for each country, ensuring employees from each team can correctly apply for various absence types.
This approach provides flexibility, allowing administrators to customize features like carryover days, leave eligibility periods, and rounding policies according to each country's specific requirements.
Regarding personal days, policies can also vary based on local labor laws. Typical absences categorized as personal days include childbirth, weddings, and relocation. These absences often differ across countries, so policies should be defined accordingly to ensure compliance with local legislation.
Vacation policy Configuration
This section allows administrators and HR managers to define vacation policies tailored to their organizational needs. Each policy includes the following fields:
Policy Name
A required field where you define the internal name of the vacation policy. This name is used for reference within the system.
Display Label
An optional field used to set a user-friendly label that will appear to employees when they view their assigned vacation policy.
Policy Type
Choose between:
Accrual: Vacation days accumulate over time (e.g., monthly).
Fixed: A set number of vacation days is granted at once, typically at the beginning of the year or upon employment.
Leave Eligibility Period
Defines the minimum period an employee must work before becoming eligible for vacation leave. You can set the duration and unit (e.g., days, weeks, or months).
Carry Over Days
Specifies how many unused vacation days employees can carry over into the next period. This ensures flexibility in how leave is used across time periods.
End Month for Vacation Availability
Determines the final month in which vacation days from the current period can be used. This is helpful for enforcing expiration rules.
Rounding Policy
Defines how partial leave days are handled. Options may include:
Nearest whole day
Always round up
Always round down
Choose a rounding approach that best fits your company’s leave accounting practices.
Sick Leave Policy Configuration
This section allows administrators and HR managers to define sick leave policies tailored to organizational needs and legal requirements. Each policy includes the following fields:
Policy Name
A required internal name used to identify the sick leave policy within the system.
Display Label
An optional, employee-facing name for the policy. This label appears in employee views and communications.
Yearly Allowance
Enter the total number of sick leave days an employee is entitled to per year. This field is required and can vary depending on company policy or regional labor laws.
Leave Eligibility Period
Define how long an employee must work before becoming eligible for sick leave. You can enter a duration and specify the unit (e.g., days, weeks, months).
Personal days policy configuration
This section allows administrators and HR managers to configure personal day entitlements for employees. Personal days are typically used for individual needs that are not covered under vacation or sick leave. Common examples include:
Moving to a new home
Attending a family event or ceremony
Taking care of urgent personal matters
Managing legal or financial appointments
Each policy includes the following fields:
Absence Type
Select “Personal Days” or another relevant category from the dropdown menu. This groups the policy under the appropriate type of absence.
Policy Name
A required internal name used to identify the personal days policy within the system.
Display Label
An optional, employee-facing name for the policy. This is the name employees will see when selecting a leave type.
Yearly Allowance
Enter the number of personal days employees are entitled to each year. This can be based on company policy, seniority, or other factors.
Leave Eligibility Period
Specify how long an employee must work before they are eligible to use personal days. Input a time period and select the corresponding unit (e.g., days, weeks, or months).Select Employees
Assign this policy to one or more employees by using the search field. This allows for flexible application of personal days across different teams or individuals.