🔓 Access level in Planday: Administrator

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⏱️ Reading time: 4 min.

ℹ️ Important read:TOIL — FAQs and troubleshooting.

Are you an employee? See How to apply for leave.

It is your responsibility to ensure compliance with the relevant rules for TOIL & overtime 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.

What is TOIL?

As a Planday admin, you can create Time of in lieu (TOIL) rules, allowing employees to take time off instead of getting paid extra for outside their scheduled shifts. This policy is helpful if your aim is to reduce costs for your business and encourage your salaried employees by providing them with additional time off when they work beyond their scheduled hours.

To help you get an overview of TOIL management in Planday, consider the following flow:

Step 1: Create a Time off in lieu policy

A TOIL account policy outlines how overtime is compensated to employees. Within the policy rules, you can specify the initial balance, decide if accounts should be created automatically for employees, permit negative balances, and determine which employees or groups can utilise TOIL.

Step 2: Create TOIL accounts for employees

If you didn't choose automatic application during policy creation, you can manually create TOIL accounts for individual employees or Employee groups. When creating an account, you can specify application criteria based on Shift types or manually adjust the overtime balance.

Step 3: Manage TOIL allocation

TOIL can be automatically tracked using Punch Clock deviation rules, providing a daily overview of balance adjustments as shifts are approved. Alternatively, manual management options include assigning specific overtime Shift types or using Contracted hours for weekly or monthly adjustments.

Choose from one of the methods below on how you want to manage TOIL for your Planday set-up and business needs.

3.A: Automated method — Manage TOIL with Punch Clock deviation rules:
Utilise Planday's Punch Clock deviations to automate overtime and time off calculations. TOIL balances are easily accessible under the employee's profile or through the Time off account overview.

See this article on how to manage TOIL using Punch Clock deviations.
3.B: Manual method — Manage TOIL with Shift types:
Assigning TOIL is simplified by creating specific shift types, such as overtime, which automatically adjust employee balances. These Shift types can be assigned manually by splitting shifts when approving shifts.

See this article on how to manage TOIL using Shift types.
3.C: Semi-automated method — Manage TOIL using Contracted hours:
For admins using Contract rules, hours worked beyond the contracted amount can be designated as overtime or time off. Monthly or weekly reviews allow for adjustments before finalising hours.

See this article on how to manage TOIL using Contracted hours.

View or edit TOIL and overtime balances

Managers can always make manual adjustments to TOIL accounts, such as deleting transferred hours or adjusting the balance when TOIL is paid off by going to the employee’s account.

See this article on viewing or editing TOIL and overtime balances.

Next step:

Create Time off in lieu policy

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TOIL management explained

What is TOIL?

Step 1: Create a Time off in lieu policy

Step 2: Create TOIL accounts for employees

Step 3: Manage TOIL allocation

3.A: Automated method — Manage TOIL with Punch Clock deviation rules:

3.B: Manual method — Manage TOIL with Shift types:

3.C: Semi-automated method — Manage TOIL using Contracted hours:

View or edit TOIL and overtime balances

Next step: