Leave Codes

  1. Navigate to Settings > Codes > Leave Codes.
  1. Click the pencil icon to edit an existing leave code and the red X to delete one. 
Note that if a leave code has been used anywhere else in SchedulePro, you won’t be able to delete is and will need to set it to inactive.
  1. Click the New button to add a new code and complete the required fields.

Code – 4-character (a-z, A-Z, 1-9, 0) abbreviation that will represent the leave throughout the product.

Description – A more detailed name or explanation of the leave.

Print Order – A numerical value (>=0) used for sorting codes in the list of existing codes (codes with a lower number are shown closer to the top).  Usually, it’s fine to just leave this at 0, in which case codes appear in the order they were created.

Allow employees to choose this leave – Employees who have permission to submit leave requests can choose this leave code.

Is Paid – Enable if the leave is paid.

Inactive – Checking this box for an existing leave code will make it inactive.

Color – When an employee is on this type of leave, you can choose to have it display a certain color on the schedule.  This is a good way to make leaves stand out when scanning the schedule.

  1. If your organization has enabled Overtime or Protected Days, your leave codes will have additional fields.

Allow volunteer overtime – If enabled, employees who volunteer for OT on a day they are assigned to this type of leave WILL be listed by the Candidate Finder for Voluntary Overtime (based on allowing overlap in the work rule).

Allow forced overtime - If enabled, employees assigned this leave type can be assigned overtime.

Exempt from Overtime Penalty – Enable this box so that when an employee is on this type of leave, they will not be penalized with refusals. 

Assign Protected Days – Enables this leave type to protect employees' adjacent OFF calendar days.

All shifts that fall within an approved leave request will not be altered - If checked, the related shift is locked and is not replaced by the leave.

Display other employee leaves as a different code for other employees – Use this feature as an alternate code to mask sensitive leave code display in schedule and reports. Once enabled, you can choose from the drop-down list the desired alternate code that will be visible in schedule and reports. 

  1. If your organization has cutoff dates enabled, you will see some additional fields.

Leave Request Cut-Off Hours - In this field, enter the cutoff hours for leave request. This is the minimum number of hours in advance the employees must submit a leave request before losing the ability to do so.

Examples:

If set up at 0, there is not cut 0ff for the employee to request a leave. They can even make requests for days in the past.

If left empty, the value will be updated to 0.00.

If set as 24, they are able to request the leave up until the day before.

If the employee tries to request a cancellation after the cut-off time, they will get a rule violation message.

If you want to allow employees to request leaves up until the same day, you can use the 0.1 value.

Leave Request Cut-Off Hours Exceeded Severity Level - Warning, Rule Violation or Critical Rule Violation.

Leave Request Cancellation Cut-Off Hours - In this field, enter the minimum hours before the actual time of the leave where an employee is eligible to cancel the leave request. If it is under the minimum hours cutoff, the employee will lose the ability to cancel the request.

  1. If your organization is using Leave Banking you will see some additional fields.
  2. Auto Approve Leave Requests for this Leave Code (field only available if your organization has requested it) - leaves with this enabled do not require approval manager approval.
  1. Click Save.
Note that an employee has to be given permission to submit leave requests in their Employee Profile before they can access this feature, even if the leave code is set up to allow leave requests.


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