Overview

When 'Leave Time Tracking' feature is turned ON in the system settings, actiTIME allows you to create custom leave types.

Leave type management includes the following activities:

Leave types management functions are available within actiTIME Pro and actiTIME Online editions only.

actiTIME Basic supports two leave types only: 'Time Off' and 'Sick Leave'.

By default there are seven predefined leave types:

  • Sick Leave
  • Time Off
  • Vacation
  • Business Trip
  • Studies
  • Family Leave
  • Medical Treatment

You can re-name the predefined leave types and create unlimited number of new ones.

To access the interfaces for leave type management click on the settings icon in the top right corner of actiTIME menu and select 'Leave Types' menu option.

Only the users who have 'Manage System Settings' permission can manage leave types. Note that the users who do not have this permission will not see leave type management interfaces at all.

Browse Leave Types

Select option 'Leave Types' in the top-level menu 'Settings' to get the list of registered leave types.

Leave Types interface

For each leave type, this interface shows:

Tip: All leave type parameters can be edited directly in the leave type list, to edit a parameter, click on it and select the necessary option.

  • Leave type name and icon

  • PTO balance calculations are available in actiTIME Pro and actiTIME Online editions only

    Affected Balance and Coefficient

    • If affected balance is set to 'PTO', the requested leave time will be subtracted from user's PTO balance.
    • If affected balance is set to 'Sick Days', the requested leave time will be subtracted from user's Sick Days balance.
    • If ‘Process leave time’ checkbox is unchecked, the affected balance of the leave type is set to none. This leave type will be subtracted neither from user’s PTO nor from user’s Sick Days balance.

    The exact amount of time to be subtracted from user's PTO or Sick Days balance is calculated as

    Time to Subtract from PTO or Sick Days Balance = Requested Leave Time * Coefficient

    The Coefficient is configured individually for each leave type and by default is equal to 1.00, so the system subtracts exact amount of the requested leave time from user's PTO balance.

  • You can specify leave time rates in actiTIME Pro and actiTIME Online editions only.

    Default rate

    The specified rate will be used in the user management interfaces to pre-set the leave time rate after a regular rate is entered (see section User Management).

    Regular rate is the rate for regular working hours.

  • Status - either 'active' or 'archived'

    Archived leave types are not available for entering time, but still available for viewing tracked leave time in the reports.

    Note: When you archive a leave type, time already entered for it is not blocked from modifications. However users will not be able to report time for this leave type for new dates.

  • Options for changing the order of leave types in actiTIME interfaces

  • Option for the leave type deletion

    You can delete only the leave types users did not enter leave time for. If there is some leave time reported for a leave type, the deletion option is disabled.

Create and Edit Leave Types

To create a new leave type follow the instructions below:

  1. Click 'Create Leave Type' button in the Leave Types interface to open Create New Leave Type interface.

    Create New Leave Type interface
  2. Enter the name of the leave type you want to create.

    The leave type name should be unique among the registered leave types. The check for uniqueness is case-insensitive; this means that leave types 'Vacations' and 'vacations' will be considered as the same.

  3. Select an icon for the new leave type.

    You can select one of 20 predefined icons. Different leave types can share the same icon.

  4. You can specify leave time rates in actiTIME Pro and actiTIME Online editions only.

    Specify default hourly rate for this leave type.

    The specified rate will be used in the user management interfaces to pre-set the corresponding leave time rate after a regular rate is entered (see section User Management).

    Regular rate is the rate for regular working hours.

  5. PTO & Sick Days balance calculations are available in actiTIME Pro and actiTIME Online editions only

    Specify Affected Balance and Coefficient

    If you want leave time reported for this leave type to be subtracted from user's PTO or from user’s Sick Days balance, check ‘Process leave time’ checkbox and select one of the two options.

    The exact amount of time to be subtracted from user's PTO or Sick Days balance is calculated as

    Time to Subtract from PTO or Sick Days Balance = Requested Leave Time * Coefficient

    The Coefficient is configured individually for each leave type and by default is equal to 1.00, so the system subtracts exact amount of the requested leave time from user's PTO balance.

    If your PTO or Sick Days accrual policy is formulated as '24 days per year (2 days per month)' counting working days and Sundays, it is convenient to set the Coefficient to be equal to 1.2. In this case 5 requested leave days will be subtracted from the balance as 6 PTO days or Sick days.

    If you do not need the leave time to be subtracted from any balance, do not check the ‘Process leave time’ checkbox.

  6. When you are ready, submit the page by clicking 'Create Leave Type' button. The system will create a leave type with specified parameters and show you the Leave Types interface.

If you decided not to add new leave type, click 'Cancel' button. The system will discard all the information entered in the interface and show you the Leave Types interface.

To edit leave type parameters, click on the parameter of the leave type you need to edit and select or enter the required value.

Change order of leave types in the table.

Change order of leave types in the table

Choose an icon for the leave type.

Choose an icon for the leave type

Enter new leave type name.

Enter new leave type name

Change affected balance and edit coefficient.

Change affected balance and edit coefficient

Set default hourly rate.

Set default hourly rate

Change leave type status by clicking on the status cell.

Change leave type status by clicking on the status cell

Delete leave type by clicking on the ‘delete’ icon.

Delete leave type by clicking on the ‘delete’ icon

Note that you can only delete the leave types users did not enter leave time for.