Event types in depth

Leave 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.


Event Type Details

This section allows you to enter the basic details of your event type.

Name enter the name of the leave type – e.g. “Annual holiday”, “Financial training”, "Paternity Leave". This is the name that employees will see on their booking form and the name that will be displayed in various lists and reports.

Type of Event the type of event 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.

Annual allowance 
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.

In hours 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. Read more about work/shift patterns. If the In hours box is ticked then the default allowance number unit will be hours.

Order in Lists
this option determines what ordering should be applied to this leave type when shown in lists. Choosing "Top of the list" will ensure that this leave type is always on top. If more than one leave type is selected to be "Top of the list" then these will be ordered alphabetically.

Colour there are more than 10 colours 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.
  

Is Active 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. 

Is Archived 
this option means that it is not possible for employees to book more events of this type however existing events will still be shown on charts and reports.

Visibility

This section allows you to configure how will the events of this type be displayed and who can see what details.

Events visible to - determines which is the role level that can see an event. If you select employee everyone will see the events, If you select line manager only line managers or administrators will be able to see events of this leave type.

Allowance visible to is similar to the first setting but relates just to the user allowances set for this leave type.

Details visible to determines what roles can see the details of the event.

Title format allows you to change how the title of the event is displayed on charts and calendars.

Restrictions

This section allows you to control how the leave type behaves with restrictions within LeaveWizard.

Request in Advance allows you to define a rule for the number of days in advance that an employee is required to book their leave. If the employee tries to request leave within this period it will not be allowed.

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. 

Exclude events of this type from restrictions 
is used to determine whether this event type should be excluded from any default restrictions.

Carry Overs


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.

Selecting Cover

When employees record leave in LeaveWizard they can select another employee to provide cover for them.

Is Enabled specifies whether employees can see the option to select cover.

Is Required ensures that employees have to select a cover employee before submitting their leave.

Approvals


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 recommendation in approval request emails
if this option is enabled LeaveWizard will include a recommendation with emails that are sent to approvers whether they should or should not approve the leave based upon whether all restrictions have been met.

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 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  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. 

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.

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. 

General

  1. Setting up hours based leave for part-time workers
  2. Resetting your password
  3. Verifying status of a leave request
  4. The Administrator Dashboard
  5. The Line Manager Dashboard
  6. Reports
  7. Manage Leave Restrictions
  8. Work (Shift) patterns
  9. Setting up LeaveWizard–Summary
  10. Event types in depth
  11. Setting up LeaveWizard – Public Holidays
  12. Setting up LeaveWizard – Approvers
  13. Setting up LeaveWizard – Event types and Allowances
  14. Setting up LeaveWizard – Organisation and users
  15. Setting up LeaveWizard – Basic settings
  16. Monthly Allowance Reports
  17. Restrict who can request specific leave types
  18. Recording leave in hours
  19. Location specific Public Holidays
  20. Showing and hiding allowances and leave details
  21. Carry overs explained
  22. Allowing events to be recorded on non-working days
  23. Allowing events to be requested in the past
  24. How to allow or disallow users editing requested events
  25. Setting your default company leave year
  26. LeaveRestriction user groups
  27. The Bradford Factor
  28. Overtime and Time Off in Lieu
  29. Leave Visibility and Leave Type Visibility groups
  30. How is my billing information processed?
  31. Subscribing to a paid plan
  32. How can I view my account details
  33. How to manage room bookings
  34. How to share your company calendar
  35. Outlook and Google Calendar Integration
  36. Specifying someone to cover leave
  37. Alternative Work Patterns
  38. My Settings
  39. Cancelling leave
  40. I want to book a period of leave that incorporates a bank holiday. How do I stop this day from being deducted from my holiday allowance?
  41. Recording absence
  42. Base Leave Types
  43. Changing your password with LeaveWizard
  44. Approving or Rejecting Leave
  45. Leave Charts and Calendars
  46. Requesting leave
  47. Configuring allowances
  48. Performing a bulk upload
  49. Tracking appointments in LeaveWizard
  50. How does LeaveWizard Calculate Holiday Entitlement
  51. How to include bank holidays in the holiday allowance, then book these as a bulk booking for all the company
  52. Mandating leave requests in advance

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