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Configure Leave Quotas

Configure Leave Quotas

This article will provide an explanation of leave quotas and their functionality.

1) Click on the Leave Management icon from the navigation menu, then select Quotas option in the Quotas section.

2) Press the Add New 3.png button.

3) First enter the Name and Description of the leave quota rule.

4) Then set desired values in the Valid From, Valid To and Recurrence fields.

  • Valid From refers to the date that the leave quota rule begins.
  • Valid To refers to the date that the leave quota rules ends.
  • Recurrence defines the pattern that the leave quota rule follows. For example, the user may desire that the leave quota rules apply every Monday for an entire year. They would set the valid from and valid to dates to be one year long, and set the recurrence to be weekly.

Note: If the user desires that the leave quota always applies, do not define Recurrence.

5) Then set Leave Type, Min Available or Max on Leave values (whichever one applies).

  • Leave Type defines the types of leaves to which the quota rules will apply. All or only specific leave types can apply.
  • Max On Leave defines the maximum number of employees that the user wants to be able to take a certain type of leave at the same time.
  • Min Available defines the minimum number of employees that the user wants to be available to be able to be assigned to things. This is a particularly useful field if the user does not know the number of employees that will be selected by the leave quota definition rules and the user may not know how many employees they want on leave at max.

Note: Min Available and Max On Leave are two ways of saying the same thing. It is useful to have both fields, though, because a user’s information about their employees may be limited. Only one field needs to be entered.

6) The Employee Conditions and Dimensions sections define who and what will be affected by the leave quota numbers established above for a specific period of time.

Field

Function

Employee Group

The leave quota will apply to employees who belong in a defined employee group.

Primary Organizational Unit

The leave quota will apply to employees in a defined organizational unit.

Base Schedule

The leave quota will apply to employees with a defined base schedule.

Job

The leave quota will apply to employees qualified for a defined job.

Location

The leave quota will apply to employees qualified for a defined location.

Shift

The leave quota will apply to employees qualified for a defined shift.

Job Location

The leave quota will apply to employees qualified for a defined job location.

7) Once any of the Dimensions fields are populated, a Dimension Options section will display for additional configuration. This section allows the user to indicate based on what the selected dimensions (shift, job, job location, etc.) will be evaluated on: actual schedule, preferences (base schedule, explicit, etc.).

  • Applies To options are Actual Assignment or Preferences. Once the leave is assigned or approved for an employee, the leave quota will be evaluated against employee's actual assigned schedule or preferences (which can be extracted from either base schedule, explicit or implicit preferences).

8) Press the Save button.

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