By default, users can request three types of absences: holidays, sick leave, and maternity/paternity leave. But, if these types of absences do not meet a company's specific needs, Factorial allows users to create additional absence types, tailor-made to fit their unique requirements.
💡 For example, if a company has a policy of giving its employees an extra day off for their birthday, they can easily create a custom absence type for "birthday leave" within Factorial. In this way, Factorial empowers companies to manage their employees' absences in a way that reflects their unique values and priorities.
❗Only admins have permission to create absence types.
Where to find absence types
- On your sidebar, go to Settings
- Under Time section, click on Time off
- Once in there, scroll down until you find Absence types
To create an absence type
- Click on Add new absence type
- Provide the absense type with a Descriptive name
- Complete the basic information:
- Caption: add a clear explanation of the purpose of the absence type
- Assign a color code
- Is the absence type name visible for employees? Yes or not
- Define the allowance settings:
- Choose whether or not the absence type is deducted from the time off allowance
- Specify if the absence type is a working day (a day when people are expected to work)
- Set the duration: Limit time off requests made in days or half days. Time off requests submitted using the hours option will not be affected by any limits.
- Is an end date required? Yes or not
- Minimum request at a time: determines the minimum number of days of this type of absence that can be requested at one time. By default is unlimited.
- Maximum request at a time: determines the maximum number of days of this type of absence that can be requested at one time. By default is unlimited.
- If needed, allow requests in half days
It is possible to add a standalone limit as only a minimum limit or only a maximum limit, or a range. But the minimum cannot be above the maximum and if trying to Create an absence type or Save changes, it will lead to an error.
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Permissions:
- Can employees request this absence type?
- Allow to attach documents
- Specify whether the description is mandatory or not
If you have set that employees cannot request this absence type, remember:
- Employees who don’t manage anybody cannot request, update or reject restricted absence types, they can only read them.
- Admins can request these restricted leaves for everyone (also for themselves).
- Employees, Managers, Team Leaders can request them for all the reportees under their hierarchy tree but they cannot request them for themselves.
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Approval:
- Does the absence type require approval? Yes or not
- Does the absence type require approval? Yes or not
Remember to click on Save at the top of the page
To edit or archive absence types
- Go to Absence types section
- Select an absence type from the list and click on the gear icon
- You can Edit or Archive type
Discover how to add absences types created within the time off policy by reading the article About time off allowances