Pro or Enterprise plan for some features · Admin role
- Time off auto-approvals
- Pro or Enterprise plan. Compare plans
- Create, edit, and delete time off rules
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Admin role
Or a custom role with Time off rules set to Can create, edit, and delete time off rules on the Schedule tab - View time off rules
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Admin role
Or a custom role with Time off rules set to Can create, edit, and delete time off rules or View time off rules on the Schedule tab
Admins set roles and permissions in Manage team > Roles and permissions.
Use time off rules to manage incoming time off requests. A rule can limit how many people are off at once, how far in advance people can ask, or which days no one can take off. If your company uses time off auto-approvals, rules also decide which requests are approved automatically and which go to someone for review.
To open them, go to Configure > Time off rules. You can also select Manage rules on the Schedule > Time off page.
How time off rules work
- A rule applies to everyone unless you narrow it. You can limit a rule to people in certain channels, sites, teams, queues, or skills.
- A rule covers one time off event type, or all of them. To apply the same rule to some event types but not others, such as PTO and sick time but not jury duty, create one rule for each event type. To do this quickly, duplicate the rule and change the event type.
- A rule can cover specific dates, certain days of the week, or all dates.
- By default, a request that breaks a rule can’t be submitted. The requester sees which rule it breaks, and you can choose other outcomes under Rule options.
Create a time off rule
- Go to Configure > Time off rules.
- Select Create new rule.
- Enter a Rule name and, optionally, a Description.
- Choose a Rule type. See Rule types.
- Under Define conditions, set the limit and choose the event type. Leave the event type blank to apply the rule to any time off event type.
- For rule types with dates, choose whether the rule affects requests for specific dates, days of the week, or all dates.
- Optional: choose the agents it applies to by channel, site, team, queue, or skill. If you don’t, it applies to all agents.
- If you see When a request breaks this rule, choose what happens. See Rule options.
- Select Save rule.
If the rule matches another rule of the same type for the same agents, Assembled marks it as a duplicate and you can’t save it.
Rule types
| Rule type | What it limits |
|---|---|
| Maximum number of overlapping requests | How many people can be off at the same time, as a number of agents or a percentage of agents. You can count overlapping requests of all event types, or only the type you choose. |
| Maximum time in advance | How many days ahead people can request time off. |
| Minimum time in advance | How many days’ notice people must give. |
| No time off allowed | Days when no one can be off, such as a busy launch week. |
| Maximum hours per month (for auto-approval) | How many hours of time off a person can have auto-approved in any rolling 30-day period. |
| Maximum working days (for auto-approval) | How many working days a request can span and still be auto-approved. Working days are days when the person has assigned working hours; non-working days in the request don’t count. |
The two auto-approval rule types appear only if your company uses time off auto-approvals. They don’t stop anyone from submitting a request: a request over the limit is sent for review instead.
Rule options
If your company uses time off auto-approvals or waitlists, When a request breaks this rule lets you choose what happens to a request that doesn’t follow the rule.
| Option | What happens |
|---|---|
| It can’t be submitted (default) | The requester can’t submit the request. They see which rule it breaks. |
| It requires manual review | The request can be submitted, but it won’t be auto-approved. Reviewers can see which rules it breaks. |
| Agents can join a waitlist | Requests are logged in order. If someone cancels, the next person gets the spot. Available for Maximum number of overlapping requests rules when your company uses waitlists. See Time off waitlists. |
Use time off rules with auto-approvals
When a role has Time off auto-approvals set to Can have time off requests auto-approved, any time off request from someone in that role that passes all your time off rules is approved automatically. Use rules to control exactly which requests qualify.
Important: Create your time off rules before you turn on auto-approvals. If no rule covers a request’s dates, nothing stops it from being auto-approved, so requests can be approved that you meant to review.
For example: your company has three time off event types: Vacation, Jury duty, and Sick time. You want sick time auto-approved, and everything else reviewed by a manager. Create two rules:
- Rule type: No time off allowed, event type Vacation, It requires manual review.
- Rule type: No time off allowed, event type Jury duty, It requires manual review.
Sick time requests pass every rule and are auto-approved. Vacation and jury duty requests can still be submitted, but they go to manual review.
For how to turn on auto-approvals for a role, see Time off requests.
Edit, duplicate, or delete a rule
On Configure > Time off rules, select the three-dot menu on the rule’s row, then Edit, Duplicate, or Delete. To find a rule, use Search rules… or Add filter to filter by channel, queue, skill, team, site, rule type, or event type.
Assembled asks you to confirm before it deletes a rule.