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Set Up Hour Based Leave For Part-Time Users

Do you need to set up hour based leave for part-time users? A common scenario for many companies is to have most of their users working full time and a few part-time. Often with the full-time users making day based holiday requests against an allowance in days per year, e.g. 20 days per annum and the part-time one’s making requests in hours against an allowance in hours, e.g. 224 hours per annum. You can easily configure LeaveWizard to allow for this, as explained below.

Setting Up An Hour Based Leave Type

When you registered your LeaveWizard company account, the system will have created a day based holiday leave type named ‘Holiday’, an hour based one named ‘Holiday – Hours’ or both depending on what you selected as leave units on the original ‘Welcome to LeaveWizard’ pop-up window.

A screenshot showing the LeaveWizard company registration pop-up where you can select the leave units, days or hours.

So, you may or may not already have a leave type named ‘Holiday – Hours’ created by the system. You can, however, rename, create, and remove any leave type at any time. If your system does not currently have a suitable hour based leave type, then you will need to create one. You can do that on the Event Types and Allowances page by clicking the ‘New’ button on the sub-menu.

A screenshot showing the Event Types and Allowances page with no 'Holiday - Hours' event type set up for hour based leave For part-time users and the 'New' button on the sub-menu.

Usually you can leave the settings of the new event type at their defaults, but you will need to set ‘Record events of this type in’ to ‘Hours’ for the leave type to be hour based.

A screenshot showing the 'Record events of this type in' set to 'Hours'.

The Event Types In Depth article can provide further information about each setting. Once you have made your changes, click Submit and the new leave type will appear in the list under leave types on the Event Types and Allowances page.

A screenshot showing the new 'Holiday - Hours' event type for hour based leave for part-time users.

Configuring Who Can Request The New Leave Type

When you first create the leave type, all users can request it. However, you will want to restrict requests to just your part-time users you want to request in hours, in this example Jane Boss. You can do this by using a request restriction group which you can set up from the ‘Request Restrictions’ option of the ‘Configuration’ menu item of the main menu. For convenience, the ‘Restrict who can book it’ button on the sub-menu will also take you there.

A screenshot showing the 'Restrict who can book it' button on the sub-menu of the Event Types and Allowances page.

The system will then present you with the event type request restrictions user group setup screen where you can select which users you want to request the leave type. You can choose either an entire workgroup or specific users. In this example, we only want Jane Boss.

A screenshot showing a request restrictions user group with a part-time user to allow them to request hour based leave.

When you have done this, only the selected user can request the leave type.

A screenshot showing the Event Types and Allowances page after the request restrictions user group has been created with only the part-time user listed.

Prohibiting Day Based Requests From Part-Time Users

Similarly, as well as restricting who can request the newly created hour based leave type, you will want to restrict the part-time user(s) from requesting the day based ‘Holiday’ leave type. You can do this in the same way as before, by highlighting the day based leave type and then clicking the ‘Restrict who can book it’ button.

A screenshot showing a request restrictions user group with all the full-time users and only the part-time user excluded from requesting day based leave.

When you have done this, the option to select the day based ‘Holiday’ leave type will no longer be available for Jane Boss.

A screenshot showing that the part-time user does not get the option to select the day based 'Holiday' leave type.

 

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