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 a company account is created it comes with a ‘Holiday’ or ‘Holiday – Hours’ leave type or both depending on the selection made during registration and additionally a ‘Sickness’ absence type. For many companies these event types are often sufficient and may just need to be edited to configure them correctly for your company. However, new event types can also be added 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 3 new leave types ‘Maternity Leave’, ‘Paternity Leave’ and ‘Appointments’ have already been added in addition to the default ‘Holiday’ leave type.
Absence Types
Absence types, such as the default ‘Sickness’, are an event category that are recorded by line managers and administrators as an unexpected event. The Absence Types node lists all the defined company absence types. In our example only the default ‘Sickness’ absence type is used.
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 the allowances for users that can request the leave type are listed and can be configured.
Above the allowance table there are 2 groups of 3 buttons. The first group are filter buttons and the second are action buttons.
Filter Selectors (Workgroup, Employee, Year)
The allowance list can be filtered 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 all ‘Annual Allowance’ and ‘Allowance This Year’ values will be set 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 takes into account 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 can be carried over from the current year to the next.
Included Carry Over
This column displays the number of days or hours that have been carried over from the previous year to the current year.
Expired Carry Overs (Not Shown)
Although not shown in the screenshot above, if ‘Carried over allowances will expire after’ is set in the Carry Overs section of Event Type Details for the event type then the Expired Carry Overs column will be shown. 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 which can be used 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 any of these options are clicked the table can then be edited. The ‘Employed On’ date can be changed and spinners appear to allow ‘Annual Allowance’, ‘Allowance This Year’, ‘Allowed Carry Over’ and ‘Included Carry Over’ values to be changed.
Event types And Allowances Sub Menu
Near the top of page, just below the main menu is the Event types and Allowances sub menu.
This has four buttons as follows:
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 be created with the same name but with ‘- Copy’ appended to it. This is useful if you need an event type that is 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 are allowed to request specific leave types. This page is discussed in detail in the Restrictions 4 – Request Restrictions article. For example, if you have part time users who should only request hour based holiday and full time users who only request day based holiday, you would set up request restrictions to restrict part time users from requesting day based leave and visa versa. Only the users allowed to request the event type will be displayed in the list for each event type.