Event types in depth

Event types in depth

Event types really are leave and absences types but for short we just say leave types. Unlike most other systems LeaveWizard lets you configure as many leave or absence types as you need. We will now examine closely the leave type details form to give you all the in depth information you will need to set up the leave types for your organisation.



A leave type like most things we need to refer to in the future requires a name. Use your usual name – e.g. “Annual holiday” or “Financial training” because this is the name that employees will see on their booking form and the name that will be displayed in various lists and reports.
Next you have to choose a base type for your new leave type. The base type determines fundamental behaviour like whether this is a leave or an absence type and whether it is has an allowance or not. It is important to understand the base types which is why we have explained them separately in the Base leave types article.
Next to the base type drop down is the colour selector. There are more than 10 colors to choose from. The colour of your leave type is a quick way of identifying what are the types of leave booked when viewing charts and calendars.

Annual allowance

On the Annual allowance line you can specify a default allowance e.g. 20 (days per annum). Using the options to the right you can then modify what the number means. If you do not check any of the boxes to the right then the unit of the default allowance box remains days by default.
If you tick the “In hours” box that means this leave type will have allowance in hours and we will be calculating time off and remaining allowance in hours using the work/shift patterns that employees have assigned to them.If the In hours box is ticked then the default allowance number unit will be hours.

Visibility


This section allows you to configure how events of this type are displayed and who can see what information. For visibility you can select which LeaveWizard role level, Administrator, Line Manager or Employee, is required to see what information. Everyone with the selected level or above will be able to see the information. For example, if you select 'Line Manager' then only line managers and Administrators will be able to view the information.

The following screenshot shows the Holiday leave request used in the examples below:



The examples also show screenshots of the dashboard calendar and the tooltip which appears when you hover the cursor over the event.

Events Visible To

This setting determines which users can view the event type. The events of this type will not appear on the calendar and no information about the event will be displayed if the user does not have visibility rights due to their role. Being able to view additional information about the leave type is controlled by the 'Allowance visible' and 'Details visible to' settings detailed below (Default: 'Employee'). 




Allowance Visible To


This setting will additionally allow the user allowances for the event type to be visible on the calendar and elsewhere (Default: 'Employee').


Details Visible To


This setting will additionally allow the details or notes entered when requesting leave for the event type to be visible (Default: 'Employee').





Title Format


This setting allows you to change how the title of the event is displayed on the calendar and on the tooltip. The options are 'Full details' which includes displaying the user name, dates and duration as shown in the previous examples or 'Title Only' which only displays the event type and status (Default: 'Full details').

Full title format: 'Employee': 'Event Type' for 'Duration'd From 'Start Date' to 'End Date' ('Status' - 'Approver') 'Details'

Title only format: 'Event Type' ('Status' - 'Approver')




Other options
Can employees edit leave - when turned on employees will be able to edit events of this leave type and when turned off employees won’t be able to edit events. If that is the case when employees need to change an event they may have to cancel and re-request it or ask an Administrator to help.
Enable In The Past – if selected then employees can request events of this type in the past (after the event has started). When this is not selected LeaveWizard will not allow the start date of events of this type to be in the past.
Enable Non-Working Days – when on then events of this type can be recorded on non-working days. This could be useful when the type of event is for example “training”, “conferences” or when there is no allowance associated with the type – e.g. sabbatical.  
Enable Time Off in Lieu – If you allow recording overtime (see Basic Settings) then you may choose to automatically turn overtime into time off in lieu (TOIL) for a certain leave type. For example any overtime an employee does automatically adds the same number of days or hours to their annual leave allowance.
Carry Over Behaviour – this setting can modify the carry over behaviour of this leave type. The default behaviour is to use remaining allowance and restrict by the carry over allowance. However if you use a separate leave type for TOIL which many organisations do then you may decide to use a different carry over behaviour. The two other options are “Use Toil Only (un-restricted)” which means only accumulated TOIL allowance will be carried over with no restriction applied and “Use TOIL (restricted)” which means only TOIL will be carried over and you can still restrict by supplying a carry over allowance. Follow this link to find more about carry overs.
iCal Publish – when selected events of this leave type will be published to the Outlook/Google calendar integration feed. In some cases – e.g. “Directors leave” you may want to exclude a leave type from this feed.
Use For Bradford Factor – if you have enabled Bradford factor in Basic settings then you can enable it for one or more leave types. Bradford factor is traditionally calculated for sickness however some organisations have more than one sickness type which is why we provide the option to configure it for more than one of your leave types. Visit this link to read more about Bradford Factor.
Notify Admin On Approval – when this is turned on Administrator will get a message notifying them when events of this type are being approved. This is useful if an administrator wants to keep track of approval of a certain type of events – e.g. Unpaid leave.
Include in the allowance report – LeaveWizard can be configured to send monthly allowance reports by email. When this option is selected the remaining allowance and leave taken for this Leave Type will be emailed in the monthly allowance balance report. Follow this link to learn more about the monthly allowance reports 
Selecting Cover Employee – when employees record leave in LeaveWizard they can select another employee to provide cover for them The two settings in this section allow you to specify whether employees can see the option to select cover and if selecting cover is required in which case we will ensure they have selected a cover employee before submitting their leave.
Active – the final option on this form determines if this leave type is active - e.g. can employees see it and use it. This can be useful when you want to introduce a new leave type and retire an old leave type. 

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