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About Variable Leave Hour Schedules
Different jobs call for different shifts--longer or shorter, weekday or weekend, fixed hours or flexible hours--sometimes within the same role and the same week. As any good administrator knows, this can complicate processes like leave applications.
To simplify things, Leave Hour Schedules in Indigo can be configured by day and with a daily maximum leave limit. These help ensure that leave entries accurately reflect the hours worked each day. It also means you can set Leave Hour Schedules to cater for seasonal variations in your company's working hours.
Follow the instructions below for setting up Variable Leave Hour Schedules--we've covered Year-Round and Seasonal scenarios with examples.
Year-Round Cases
To set up a Leave Hour Schedule for year-round cases, create or edit a Leave Hour Schedule with settings on a weekday basis.
Go to Payroll & Leave > Leave > Leave Hour Schedules.
Insert a new Leave Hour Schedule and click Save.
(Our example is for employees with two different shift types, such as an 8 hour office day and a 12 hour shop shift.)
In the Dates tab, click the Toggle Grid Options icon and choose the Column Selector.
Select the days and click Save. The grid will update to show a column for every day of the week.
Next, insert an entry for each shift type and select the applicable days for each shift.
(We used an Office entry with Mon-Fri ticked, and a Shop entry with Sat-Sun ticked.)
Select the newly added entries, go to the Details tab and fill in the required schedule details.
⚠️Make sure to use the exact same name in the 'Schedule details desc' field for each entry, otherwise employees won't be able to use the same option for different shifts when applying for leave!
Now, any employee with this Leave Hour Schedule can request leave spanning different shift types in one application.
💡Top Tip
If a shift type has varying start and end times and would need two different entries with different names in the Details tab for a full day. To ensure employees can apply for vacation covering several different shift types with the same leave application, make sure that one of the full day entries in the Details tab for the variable shift is named exactly the same as the fixed shift's full day entry in the Details tab.
(The example below shows the Details tab for two separate shifts from the same Leave Hour Schedule, one which has a fixed 'Office' shift and an 'Events' shift with two different start times. One of the full day entries in the Events shift is named like the Office shift's full day.)
Seasonal Cases
To set up a Leave Hour Schedule with a seasonal basis, you must:
Check the exact wording in the existing Leave Hour Schedule's Details tab,
Create a Seasonal Leave Hour Schedule for the season.
Check the Exact Wording
Check the Exact Wording
Go to Payroll & Leave > Leave > Leave Hour Schedules.
Select the Leave Hour Schedule you use the rest of the year.
Example: OFFICEHOURS is set to 8 hours per day, with maximum hours of 8.
Click on the Dates tab, then click on the Details tab.
In the Details tab, take note of the exact wording and format of each entry under the 'Scheduled details desc.' column.
Create a Seasonal Leave Hour Schedule
Create a Seasonal Leave Hour Schedule
Go to Payroll & Leave > Leave > Leave Hour Schedules and select the Leave Hour Schedule that needs seasonality added.
If, like our example, some days will have more hours than the year-round maximum hours, click Edit in the toolbar and update the 'Maximum hours' field as needed.
Go to the Dates tab, then click the Toggle Grid Options icon and choose the Column Selector.
Select the days and click Save. The grid will update to show a column for every day of the week.
Next, click the + Insert icon in the toolbar.
Enter the name in the Desc column, set the dates the schedule should be valid for, tick the applicable days, and click Save.
(In our example, we inserted two entries ['Office Hours Summer Mon-Thurs' and 'Office Hours Summer Friday'] since both will have different hours to the rest of the year.)
⚠️ Important: Set the seasonal entry's priority to be a lower number (and therefore higher priority) than the year-round one's. This way, when there are overlapping dates, Indigo detects and applies the seasonal entry over the year-round one.
Select the newly added entry or entries, go to the Details tab and fill in the required schedule details.
Example: Mon-Thurs @ 08:00-17:30, total 8.5 hours.
Example: Fri @ 08:00-12:00, total 4 hours.
