How do I create time off rules?

Time off rules help you manage incoming time off requests. You can decide:

• What requirements must be met for a request to be submitted
• What requirements must be met for a request to be auto-approved (for Pro and Enterprise customers)

In this article:

• How do I set up time off rules?
• What rules can I set up for auto-approval?
• What if someone submits a request that breaks a rule?
• How do I modify rules?
• Can I create rules for multiple event types at once?

How do I set up time off rules?

1. Navigate to the Time off requests page under the Staffing section.
2. Select the Time off rules tab.
3. Select Create new rule.
4. Enter details about the rule, like a name and description.
5. Next, choose a Rule type and define the requirements. You can set maximums or minimums, define how many people can be off at once, or specify days when no one can be off work.
6. Specify if the rule applies to specific people (by channel, site, team, queue, or skill) — or to everyone.
7. Pro and Enterprise customers will also be able to specify whether a rule should block requests from being submitted. By default, if a time off rule is broken, your team member won’t be able to submit their request. If you select Allow manual approval, the request can still be submitted but it won’t be auto-approved.
8. When you’re ready, select Save rule.

What rules can I set up for auto-approval?

In addition to the existing rule types, we’ve created two new types just for auto-approvals:

• Maximum hours per month: Limit how much time off any person can have auto-approved within a 30-day period.
• Maximum working days: Limit how many working days a request can contain and still be auto-approved.

For example, let's say your company has 3 time off event types — vacation, jury duty, and sick time. You'd like to auto-approve sick time but send all other types of request for manual approval. To do this, you can create new rules that apply to the other event types:

1. Rule type = No time off allowed, event type = Vacation, blocks new requests = No
2. Rule type = No time off allowed, event type = Jury duty, blocks new requests = No

These rules allow sick time requests through to auto-approval, while all other time off events can be submitted but must be manually reviewed.

What if someone submits a request that breaks a rule?

If a request doesn’t follow your time off rules, the Submit request button will be inactive and the requester won’t be able to submit. They’ll also see details about why their request can’t be submitted.

If you’re a Pro or Enterprise customer, you may allow team members to submit this type of request for manual review. If that’s the case, you’ll be able to check which rules it breaks as you review it.

How do I modify rules?

From the Time off rules tab, select the three-dot menu icon [•••] next to the rule name. You’ll have the option to edit, duplicate, or delete the rule.

Can I create rules for multiple event types at once?

You can create rules that apply to all your time off event types — for example, PTO, jury duty, and sick time — or just one type.

You can’t currently apply a rule to just some of your time off event types. If you need to do this (for example, if you need to apply the same rule to both sick time and PTO), duplicate the rule and specify a different event type for each version.