Leave Type Management

Overview

You can create custom leave types with Management or Accounting Extension.

The basic version of actiTIME supports two leave types only: 'Time Off' and 'Sick Leave'

actiTIME allows you to create custom leave types.

By default there are three predefined leave types named 'Time Off', 'Sick Leave', and 'Vacation'. You can re-name the predefined leave types and create unlimited number of new ones.

Leave type management includes the following activities:

Browse Leave Types
Create New Leave Types
Edit Leave Type Parameters
Change Order of Leave Types
Delete Leave Type

To access the interfaces for leave type management, use sub-menu 'Leave Types' of the top-level menu 'Settings'.

Only the users who have 'Manage General Settings' access right can access the leave type management interfaces. Note that the users who do not have this right will not see leave type management interfaces at all.

Browse Leave Types

Select option 'Leave Types' in the top-level menu 'Settings' to get the list of registered leave types.

Leave Types interface

For each leave type, this interface shows:

Leave type name and icon

You can change leave type icon directly in the leave type list. To do that just click on the icon you want to change.
You can specify leave time rates with Accounting Extension only

Default hourly rate

The specified rate will be used in the user management interfaces to pre-set the corresponding leave time rate after a regular rate is entered (see section User Management).

Regular rate is the rate for regular working hours.
Status - either 'active' or 'archived'

Archived leave types are not available for entering time, but still available for viewing reported leave time in the reports.

When you archive a leave type, time already entered for it is not blocked from modifications. However users will not be able to report time for this leave type for new dates.

You can change leave type status directly in the leave type list. To do that just click on the status you want to change.
Option allowing to mark the leave type as planned

Only planned leaves are available for time entry for future dates. If leave type is not marked as planned, it is available for time entry for present and past dates only.
Options for changing the order of leave types in actiTIME interfaces
Option for the leave type deletion

You can delete only the leave types users did not enter leave time for. If there is some leave time reported for a leave type, text 'in use' is shown instead of the option for the leave type deletion.

Leave type names are clickable. Click on a leave type name opens the Edit Leave Type interface.

Create Leave Type

To create a new leave type follow the instructions below:

Click 'Create New Leave Type' button on the Leave Types interface to open Create New Leave Type interface. For information on how to get to the Leave Types interface see section Browse Leave Types.

Create New Leave Type interface
Enter the name of the leave type to create.

The leave type name should be unique among the registered leave types. The check for uniqueness is case-insensitive; this means that leave types 'Vacations' and 'vacations' will be considered as the same.
If you are going to allow entering leave time for this leave type for future dates, mark it as 'planned leave'.
Select an icon for the new leave type.

You can select one of 20 predefined icons. Different leave types can share the same icon.
You can specify leave time rates with Accounting Extension only

Specify default hourly rate for this leave type.

The specified rate will be used in the user management interfaces to pre-set the corresponding leave time rate after a regular rate is entered (see section User Management).

Regular rate is the rate for regular working hours.
Enter optional text to show on the Enter Time-Track interface when time reported by user for this leave is equal to user's workdays duration.

For example, for the preconfigured leave type 'Time Off' this text is 'day off'.
When you are ready, submit the page by clicking 'Create Leave Type' button at the bottom of the interface. The system will create a leave type with specified parameters and show you the Leave Types interface.

If you decided not to add new leave type, click 'Cancel' button at the bottom of the page. The system will discard all the information entered in the interface and show you the Leave Types interface.

Edit Leave Type Parameters

To edit parameters of a leave type follow the instructions below:

Click a leave type name on the Leave Types interface to open the Edit Leave Type interface. For information on how to get to the Leave Types interface see section Browse Leave Types.

Edit Leave Type interface
Update leave type parameters:
- Leave type name
  
  The leave type name should be unique among the registered leave types. The check for uniqueness is case-insensitive; this means that leave types 'Vacations' and 'vacations' will be considered as the same.
- 'Planned Leave' mark
  
  If you want to allow entering leave time for this leave type for future dates, mark the leave type as 'planned leave'.
  
  Note that you can mark leave type as planned directly in the Leave Types interface.
- Status
  
  When you archive a leave type, time already entered for it is not blocked from modifications. However users will not be able to report time for this leave type for the new dates.
  
  Note that you can change leave type status directly in the Leave Types interface.
- Leave type icon - you can select one of 20 predefined icons.
  
  Note that you can change leave type icon directly in the Leave Types interface.
- You can specify leave time rates with Accounting Extension only
  
  Default hourly rate
  
  The specified rate will be used in the user management interfaces to pre-set the corresponding leave time rate after a regular rate is entered (see section User Management).
  
  Regular rate is the rate for regular working hours.
- Optional text to show on the Enter Time-Track interface when time reported by user for this leave is equal to user's workdays duration.
Submit the modifications by clicking 'Save Changes' button at the bottom of the page. The system will update parameters of the selected leave type and show you the Leave Types interface.

If you decided not to edit the selected leave type, click 'Cancel' button at the bottom of the page. The system will reject the modifications of the leave type parameters and show you the Leave Types interface.

Change Order of Leave Types

Leave types are shown in all actiTIME interfaces in the order configured in the Leave Types interface.

By default leave types are shown in the order of their creation. You can change order of leave types using controls in the column 'Change Order' (of the table with leave type list):

Controls for reordering leave types

For information on how to get to the Leave Types interface see section Browse Leave Types.

Delete Leave Type

You can delete only the leave types users did not enter leave time for.

There are two ways to delete an unused leave type:

Click an appropriate 'delete' link on the Leave Types interface (see section Browse Leave Types for information on how to get to this page).
Open the Edit Leave Type interface (see section Edit Leave Type Parameters for information on how to get to this page) and click 'Delete This Leave Type' button.

Note, that if there is some leave time reported by users for this leave type, 'Delete This Leave Type' button is disabled.

In both cases you will be asked to confirm the leave type deletion. If you confirm it, the system will delete the selected leave type and show you the Leave Types interface.