Editing a Leave Type

Fine-tune entitlements, carry over rules, and documentation requirements for each leave type in Officaid.

Customize how each leave type works

Each leave type can be configured independently, letting you create policies that match your company's specific requirements. From basic entitlements to carry over rules and documentation requirements, these settings give you precise control over how leave is managed.

Accessing Leave Type Settings

The process differs slightly for system and custom leave types:

For system leave types:

1 Navigate to Team → Leaves → Leave Policy.
2 Find the system leave type in the table.
3 Click the settings icon (gear) in the Actions column.

For custom leave types:

1 Navigate to Team → Leaves → Leave Policy.
2 Find the custom leave type in the table.
3 Click the edit icon (pencil) in the Actions column.

Available Settings

The Leave Type Details form contains all configurable options:

Leave Type Name

The name displayed in dropdowns, leave balances, and reports. For system leave types, this is pre-set. For custom types, choose something clear and descriptive.

All Employees Are Entitled

This toggle controls who receives the leave type:

On: Every active employee automatically receives this leave type with the configured entitlement.
Off: The leave type exists but must be manually assigned to specific employees through their profile in the Directory.

Use this to limit certain leave types to eligible employees only, such as parental leave or role-specific time off.

Entitled Days

The default number of days employees receive per year for this leave type. This becomes the starting entitlement that appears in employee leave balances.

Individual employees can have different entitlements configured through their profile in the Directory, overriding this default.

Is Unpaid

Toggle this on for leave types where employees do not receive salary payment. Unpaid leave is useful when:

Paid entitlements are exhausted.
The leave type is inherently unpaid by policy.
Extended absences beyond standard entitlements.

Enable Carry Over

Determines whether unused days roll into the next year:

Off: Unused days expire at the end of the leave period. Balances reset to the entitled amount.
On: Unused days transfer forward, adding to the next period's entitlement.

When enabled, additional options appear:

Limit carry over days: Toggle on to cap how many days can roll over.
Carry Over Limit: The maximum number of days that can transfer. Any excess expires.

Documentation Requirements

Toggle "Leave need documentation" to require supporting documents for longer absences:

Documentation required if leave exceeds (days): Set the threshold. Requests exceeding this number require document uploads.

This is useful for leave types where extended periods should be documented, such as sick leave exceeding a certain duration or special leave requiring verification.

Documentation requirements are at your company's discretion. Consider what makes sense for proper record-keeping and compliance in your context.

Remarks

An optional field for internal notes about the leave type. Use this to document the purpose, eligibility criteria, or any special considerations. Remarks are for administrative reference and do not appear to employees.

Saving Changes

After configuring settings:

For new leave types, click Add New Leave Type.
For existing leave types, click Update Leave Type.

Changes take effect immediately for new leave requests. Existing approved leave is not affected by configuration changes.

Frequently Asked Questions

If I change entitled days, does it affect current balances?

Changing the default entitled days affects the baseline for leave balances. Employees with individually customized entitlements (shown with the purple person icon) retain their custom settings.

Can different employees have different carry over limits?

Carry over settings apply at the leave type level for all employees. Individual carry over configurations are not currently supported; the same rules apply to everyone with access to that leave type.

What happens to documentation if I turn off the requirement?

Previously uploaded documents remain in the system. Turning off the requirement simply means future requests will not prompt for documentation uploads.

What's Next?

Continue configuring your leave policies:

Adding a Custom Leave Type walks through creating new categories.
What is Leave Carry Over explains carry over concepts in detail.
Managing Employee Leaves covers individual entitlement adjustments.

leaves leave types settings configuration