Overview
You can change an employee's Time Off policy and schedule the change to take effect on a future date. During the process, you can review how the employee's remaining balance will be transferred from the current policy to the new one before confirming the change.
Before you start
To use this functionality:
- Policy Timeline must be enabled
- One must be available for the user
- You must have permission to edit policy assignments
Start a policy change
You can start the process in any of the following ways:
1. From One chat
Ask One to change the employee's Time Off policy and include the effective date. If any information is missing, One will ask for it.
2. From the Policy Timeline
- Go to Policy Timeline.
- Create a new policy assignment.
- Select the new policy.
- Choose the effective date.
The request is then handed over to One, where you can review the balance transfer before applying the change.
3. From Time Off Policy settings
- Open the target Time Off policy
- Select Add employees
- Select a single employee
One opens and asks for the effective date before continuing with the balance transfer flow.
The balance transfer flow is only available when changing the policy for one employee at a time. If you ask One to change the policy for more than one employee, it informs you that this isn't possible.
Review the balance transfer
Before any changes are applied, One guides you through the transfer process.
1. Review the comparison
One displays a comparison between the employee's current policy and the new policy, showing each counter from the current policy alongside its corresponding counter in the new policy.
2. Resolve counters without a match
If a counter has no automatic match, One asks what you want to do with it.
Depending on the available options, you can:
- Discard the remaining balance.
- Transfer it to another compatible allowance.
One asks about one counter at a time until every counter has a decision.
3. Review the final summary
Once every counter has a decision, One shows a summary including:
- the source policy
- the target policy
- the effective date
- any balances that will be discarded
No changes are applied at this stage.
4. Confirm the change
Select Confirm changes to apply the policy change.
Before confirming, you can continue modifying the transfer plan or cancel the process. Cancelling leaves the employee's policy unchanged.
After the policy change
Until the effective date, the new policy appears as a future assignment in the Policy Timeline.
On the effective date, it becomes the employee's current assignment.
After confirmation, any future edits or cancellations must be made from the Policy Timeline. They cannot be performed from One chat.
Limitations
Keep the following limitations in mind:
- Only one employee can be processed at a time. To update multiple employees at once, see Change the Time Off policy for multiple employees. Learn more here.
- Counters measured in hours can only be transferred to counters measured in hours. Counters measured in days can only be transferred to counters measured in days. Transferring balances between hours and days isn't supported. If needed, the balance can be adjusted manually after the policy change takes effect.
- Counters are matched based on shared absence types, not on their names.