How to use predefined leave policies

Learn how to use leave policy suggestions to make setup and management of leave in Planday simpler.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For admins looking to set up common leave policies for their region.

  • Predefined leave policies are currently offered in the UK only.

  • Disclaimer: It is your responsibility to ensure compliance with the relevant rules for leave and to configure Planday to be suitable for the particular circumstances of your organisation and employees. If you are unsure, please obtain professional legal advice.

  • Get to know Planday's leave management to find out which leave set-up fits your needs.


What are predefined leave policies

Policies outline the conditions for your employees' leave and time off in lieu (TOIL). Leave policies have rules that determine accrual, pay, duration, etc. These policies are the basis for your employees' leave accounts, which are used to track their balances and leave requests.

For some regions, Planday offers suggestions of the most commonly used rules for leave in your country. Using these predefined policies can save you set-up time if you are looking for accurate and compliant leave management within Planday.

You can access these leave policies by going to Setting > Leave & overtime > Policies > Create policy.

Leave policy suggestions, if available, will be presented to you during the setup. If no local policies are available, you will be asked to set up a custom policy.


Predefined policies for the UK

For the UK, Planday offers the most commonly used rules for annual leave in your country. Using the predefined policies, you can save on set-up time and quickly create an Annual Leave (Fixed), Annual Leave (Accrued Daily) or Annual Leave (Accrued Hourly) policy. 1️⃣

Please note that the suggested accrual policies in the UK are based on the average working week (Calendar week method). Create a custom method if these don't fit your business needs. Read more here What is the Calendar Week Method.

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Select a policy and enter basic policy details to quickly set up time-off rules for your employees. Some settings are turned off during the set-up to help you get started quickly. You can always edit the policy later to customise it for your needs if needed.


Manage organisations without suggested policies

If the available policies don't match your business requirements or we don't have policy suggestions for your region, you can create a custom policy 2️⃣ using the advanced setup. See the guides below:


How to edit a leave policy

The suggested policies have some fields pre-filled for ease of set-up. Once a policy is created, you can edit it by going to Settings > Leave & overtime > Policies > click on a policy name to edit it or press the Edit icon.

You can also edit it under Schedule > Leave accounts > Manage leave > Manage policies.

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You can now make your changes to the policy. Editing of suggestion-based policies is limited to Name, Description, Accruing period and Shift types. The option to further customise the policy is coming soon.

Note that you cannot change a previously created policy’s accrual from days to hours.


How to delete a leave policy

Before deleting, make sure that there are no active accounts using this policy that you want to keep. Export their balances and make sure that you've processed all pending requests on the accounts that will be inactive.

To delete a policy, go to Settings > Leave & overtime > Policies > click on a policy name to edit it, then press Delete.

If you only delete the policy, this will not delete the leave accounts created from it, but they’ll become inactive. Keep in mind that deleting a policy may result in the loss of all associated data. This action cannot be undone.


See related articles:

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