Once you have created your time off policies, you are ready to assign them to your employees. Automatic accruals will only begin if you assign an employee to a time off policy. If the employee has never been assigned to a time off policy before, you will see the message below on their Time Off tab.

Simply click Add Time Off Policy and complete the modal to assign them to the proper policies.

When you are finished, click Add Policies and (if necessary) determine the accrual start date. Once you've selected Set Accrual Start Date, the employee is good to go!

Once you've selected Set Effective Date, the employee is good to go!

If the employee has already been assigned a policy or has been previously employed with the company, select the Assign a Time Off Policy button on their Time Off tab.

1. Add [Employee] to: Select the applicable policy. Note that you will only be able to select policies that the employee is not currently assigned to. If you need to update policy information for the employee's current policy (such as the accrual start date), click the Change Policy button under the category box on the Time Off tab.
2. Policy Becomes Effective On: You have the option to choose the accrual start date based on either the employee's Hire Date or a Specific Date. Keep in mind that if you choose the Specific Date option, the date will need to be on or after the employee hire date. 
3. Accrual Preview: Preview accrual details will show for any non- flexible policies.

*To learn more about other accrual options besides policies, click on the question mark icon next to Accrual Policy or click here.

The time off preview will appear when you assign an employee to a policy, when you change the accrual start date, or when you move them to a different policy. If the employee has not been added to the policy yet, select the Add Time Off Policy button. If the employee has already been added to the policy, select the gear menu and select an option.

Once you have chosen a time off policy and entered the accrual start date, the accrual preview will appear.* This preview shows you when and how accruals will occur and indicate when the employee will move to their next accrual level (if applicable). Specifically, you will find:

1. The date and the amount of the employee's first accrual.
2. Any carryover loss and accruals that happens between the accrual start date and the current date.
3. The dates of the employee's transition from one milestone to the next (if applicable).

Scroll in the preview box to see the above information.

*Please keep in mind that you will only see an accrual preview if you have assigned an accrual policy to an employee. For the flexible or manually updated policy, you will not see an accrual preview but will still be required select a policy effective date.

Confirm the policy assignment has given all accruals that should have already occurred. You can do this by viewing the Balance History for the specific time off category.

If you have changed an employee's time off policy, you can see the policy history. To view, click the gear icon and select View History from the dropdown menu.

The employee's time off policy history will show including when the policy was edited and when it is effective.

When adding employees to time off policies, and their access doesn't allow them to either view their time off balance, request time off from the policy, or both, a modal will pop up alerting you that the employee will need their access levels updated to enable viewing or requesting.

If you add multiple employees to a policy at once, any employees with potential access level issues will show up in a modal highlighting missing permissions for each user. Click Save and Go to Access Levels to save the policies added and then adjust the employee settings.

Navigate to Time Off in Settings and click on the policy name. A list of employees who are assigned to the policy will appear. Clicking on a name will bring you to the employee's Time Off tab. 

To assign new employees to the policy, click Add Employees in the left corner, and a modal will display a list of employees not assigned to the current policy. If an employee is already assigned to a policy or to a category that is manually updated or flexible, it will be indicated next to their name. Select the employees you want to assign and move them over by using the arrows in the middle section. The policy will then reflect the number of employees assigned to the policy. Once you select the employees you want to assign to the policy, you will also need to select their accrual start date. 

If there is a created time off policy that is not assigned to any employees yet, you will see a prompt that says "There's nobody on this policy right now. Should there be? Start adding employees below." Click the Add Employee button below to begin assigning employees the same way as mentioned above.