Employee policies

TimeOff.Management gives you flexible policies to match the way your business works.

You can control access, visibility, and privacy. You can also manage how leave is earned and make sure your team is not short-staffed.

Everything is simple to set up and easy to manage.

In this guide

• Leave access
• Unlimited Allowance
• Watch by Email
• Team view visibility group
• Accrued Allowance Schedule
• Employee Management Roles
• Restrict Absence Overlap
• Tenure Based Allowance
• Company Leave Data View
• Access to Reports

Leave access

You can manage leave types in two ways.

For a simple setup, use the Global Leave Type List. This works well when the same leave types apply to everyone in the company.

For a more controlled setup, use Leave Policies. A Leave Policy lets you group selected leave types together and assign them to employees, departments, or locations.

This is useful when different groups of people need different leave types. For example, managers may need extra leave options that regular employees do not use.

When a new employee is added to a department or location, they can be automatically covered by the right policy. This helps prevent mistakes and avoids giving every employee access to every new leave type.

The Global Leave Type List acts as your main storage area. You can create a leave type once, then add it only to the policies where it is needed.

Unlimited Allowance

Unlimited Allowance is a flexible option in TimeOff.Management. It removes the idea of one shared “bucket” of days.

Instead, each leave type works on its own.

1. Unlimited holiday policy

Some companies offer unlimited paid time off.

There is no fixed number of days per year. Employees take leave when needed, with approval.

Unlimited Allowance supports this model by removing the yearly limit.

2. Simple and transparent setup

Go to Policies in the main menu and select Unlimited Allowance. From there, you can assign unlimited allowance to specific locations, departments, or individual employees.

Watch by Email

“Watch by Email” policy lets selected users receive notifications about leave activity for selected employees. You can choose exactly which leave types to follow, so you only receive updates that matter to you. This is ideal for HR, project leads, or senior managers who need visibility without being direct supervisors. Configure it once and stay informed automatically.

The example below is intended for HR to use when employees book sick leave, helping them follow up on any required paperwork.

Team view visibility group

Visibility Groups allow you to extend access to Team View beyond standard department boundaries.

For example, if you have multiple teams working on a shared project—made up of employees from different departments—you can create a Visibility Group to let them see each other’s leave on Team View. This helps everyone stay aligned and understand team availability at a glance.

When a Visibility Group is applied, users included in the policy will be able to see each other on Team View, in addition to the colleagues they would normally see based on their department settings.

Another common use case is enabling collaboration between specific departments. For instance, you might want your warehouse and sales teams to view each other’s leave, while keeping this information hidden from other departments. A Visibility Group makes this easy to set up and manage.

Accrued Allowance Schedule

The Accrued Allowance Schedule lets you create a tailored policy for how annual leave is earned over time.

You can set up a simple, proportional accrual—where allowance builds up evenly across the company year. Alternatively, you can design more specific schedules to match your business needs.

For example, if employees work on a 10-month contract within a 12-month period, you can configure the policy so that their time off accrues only during those 10 working months.

1. Once you click “Add New Policy”, a new window will appear. From the menu, select “Edit Policy.”

2. Next, give the policy a name, add the users who will be affected, and click Save Changes.

   Then, from the same menu, select “Edit Schedule.” Here, you can add a single entry if you want a fixed number of days to be released each month, or set the allowance to be spread proportionally throughout the company year.

   

3. The policy is now active.

Employee Management Roles

Assign management permissions (view, add, edit, delete) for selected employee groups without full admin rights. Example: allow HR to view employee data by creating a role and adding employees; assign the HR team member as Role Owner.

Restrict Absence Overlap

Define groups that can’t all be off simultaneously. Options:

• At most one employee absent
• At least one employee present

Choose which leave types the rule affects.

Tenure Based Allowance

Automatically increase allowance based on start date and configured bands. Each band adds to the base allowance (not cumulative). Only the last applicable band applies.

Ensure starting allowance is 0 before bands apply:

• Individual: Employee → Allowance → Override department allowance → 0
• Department: Settings → Departments → Set allowance to 0 days

The system moves employees between bands automatically when milestones are reached. Example allowance view after 10 years:

Company Leave Data View

Provide selected employees (e.g., PAs, admins) access to Team View and individual calendars across all departments for coordination. Assign in policy editor or in Employee details → Policies tab.

Access to Reports

Grant selected employees access to the Reports section for departments where they are an Employee, Approver, or Secondary Approver. Admins retain full access. Assign in the policy editor; you can modify or revoke anytime.

This can also be assigned in Employee details → Policies tab.