Event Types And Allowances
The Event types and Allowances page allows you to view and configure all event types (leave types and absence types) for your organisation. The management of these event types is available to administrators from ‘Configuration’ on the main menu by selecting ‘Event types and Allowances ‘ on the sub-menu.
When you create a company account, it comes with a ‘Holiday’ or ‘Holiday – Hours’ leave type or both. This will depend on the selection you made during registration. It will also create a ‘Sickness’ absence type. For many companies, these event types are sufficient and you may just need to edit them correctly for your company. However, you can also add new event types as required.
Leave Types
Leave types, such as the default ‘Holiday’, are an event category that is normally requested by the user for a planned event. The Leave Types node lists all the defined company leave types. In our example, we have already added three new leave types: ‘Maternity Leave’, ‘Paternity Leave’ and ‘Appointments’ besides the default ‘Holiday’ leave type.
Absence Types
Absence types, such as the default ‘Sickness’, are an event category that is recorded by line managers and administrators as an unexpected event. The Absence Types node lists all the defined company absence types. In our example, we only use the default ‘Sickness’ absence type.
Allowances Information Pane
On the right-hand side of the page is an information pane which provides some details about the selected event type and lists allowance details for the members who can request the selected event type, arranged as a table. If the event type has an allowance, then it lists the allowances for users that can request the leave type, and it allows you to configure them.
Above the allowance table, there are two groups of three buttons. The first group has filter buttons, and the second has action buttons.
Filter Selectors (Workgroup, Employee, Year)
You can filter the allowance list by work group, employee and year. In our example, the list only shows members of the ‘Office’ work group for 2020.
Action Buttons
Export To Excel (CSV)
Clicking this button will export the data for the currently selected event type to a CSV file.
Preview Carry Overs
Clicking this button takes you into the carry over system. This allows you to preview and perform a carry over from one year to another of the remaining allowances for the selected event type. For more details about this, see the Carry overs explained article.
Reset To Default
Clicking this button will reset all allowances for the currently selected event type to their default values. If you manually change any allowance values, you can reset them to their default values with this button.
If the event type does not have ‘Use Previous Allowance’ ticked in the ‘Other’ section for the event type, then all ‘Annual Allowance’ and ‘Allowance This Year’ values for the displayed year will be reset to the default ‘Annual Allowance’ value for the event type as specified in the ‘Event Type Details’ section. However, if the event type has ‘Use Previous Allowance’ ticked, then it will set all ‘Annual Allowance’ and ‘Allowance This Year’ values to the ‘Annual Allowance’ values for the user from the previous year. For more information about event type settings, see the Event types in depth article.
The allowance table has the following columns:
Name
This column lists the user’s last name, first name (work group), the user’s current leave year start date and employment start date.
Annual Allowance
This column displays the user’s annual allowance for the event type.
Allowance This Year
This column displays the user’s allowance this year for the event type. It will pro rata the annual allowance for users that do not work a full year (started and/or ended employment within the current leave year). It also adds any accrued TOIL or included carry over. Below the allowance, if it includes public holidays, it displays the number of days or hours that are deducted for public holidays for the current year.
Remaining
This column displays the user’s remaining allowance this year for the event type. It accounts for any time already requested, included public holiday deductions and any accrued TOIL.
TOIL
This column displays the accrued TOIL by this user for the current leave year.
Allowed Carry Over
This column displays the maximum number of days or hours that the user can carry over from the current year to the next.
Included Carry Over
This column displays the number of days or hours that the user has carried over from the previous year to the current year.
Expired Carry Overs (Not Shown)
Although not shown in the screenshot, if you set ‘Carried over allowances will expire after’ in the Carry Overs section of Event Type Details for the event type, then it will show the Expired Carry Overs column. This displays the number of days which the user has used that fall within the expiry period. So, if the expiry period has passed, and this number is less than Included Carry Over, then the user has ‘lost’ days because they have not taken them within the specified period.
Editing The Allowance Table
On the far right-hand side of each row is a ‘Pencil’ edit icon. You can use to edit the information for that user. There are also ‘Edit All’ buttons at the top and bottom of the table to allow you to edit all the listed users simultaneously. When you click any of these options, you can edit the table. It allows you to change the ‘Employed On’ date, and spinners appear to allow you to change ‘Annual Allowance’, ‘Allowance This Year’, ‘Allowed Carry Over’ and ‘Included Carry Over’ values.
Event types And Allowances Sub Menu
Near the top of the page, just below the main-menu, is the event types and allowances sub-menu.
This has four buttons:
New
Clicking this button will take you to the ‘Event Types Details’ page and allow you to create a new event type. For more details about this page, see the Event types in depth article.
Edit
Clicking this button will take you to the ‘Event Types Details’ page and allow you to edit the currently highlighted event type. For more details about this page, see the Event types in depth article.
Copy
Clicking this button will create a new event type as a copy of the currently highlighted event type. It will create it with the same name but with ‘- Copy’ appended to it. This is useful if you need an event type similar to one that already exists.
Restriction Who Can Book It
Clicking this button will take you to the request restrictions page, which allows you to define groups of users that can request specific leave types. For example, if you have part-time users who should only request hour based holidays, and full-time users who only request day based holidays, you would set up request restrictions to restrict part-time users from requesting day based leave and vice versa. It will only display users that can request the event type on the list for each event type.