ClickTime allows you to configure leave policies for all employees or for specific employment types.
This is useful when different groups of employees have different leave rules. For example, you may have different leave arrangements for:
Full-time employees
Part-time employees
Casual employees
Contractors
Employees working under a specific agreement
A custom group of employees with special leave arrangements
The employee's Employment Type also helps ClickTime determine the employee's agreed working hours. These working hours are then used when calculating the number of leave hours for each day of leave.
For more information about employment types, see Configuring and Managing Employment Types.
When you assign an Employment Type to an employee, ClickTime can populate the employee's agreed:
Daily working hours
Weekly working hours
These values form the basis for calculating leave hours.
For example:
Alex William is assigned an employment type with:
Agreed daily hours: 8 hours
Agreed weekly hours: 40 hours
If Alex applies for 3 full days of annual leave, ClickTime can break the leave into:
| Leave Day | Leave Hours |
|---|---|
| Day 1 | 8 hours |
| Day 2 | 8 hours |
| Day 3 | 8 hours |
| Total | 24 hours |
If another employee has an agreed daily working time of 7.2 hours, a full day of leave would be calculated as 7.2 hours for that employee.
This means ClickTime does not simply use the same number of leave hours for every employee. The employee's configured working hours are used to determine the daily leave hours.
For more information, see Managing Leave in ClickTime.
This is the most common situation.
For example, your company already has an employment type called Full-Time, and you want your Annual Leave policy to apply to all Full-Time employees.
Step 1 – Make sure the Employment Type exists
Before configuring the leave policy, make sure the required employment type already exists.
Go to:
Settings → Setup Tables → Employment Types
Check that the employment type you want to use is available.
For example:
Full-Time
You should also make sure the employment type has the appropriate standard daily and weekly working hours.
For detailed instructions, see Configuring and Managing Employment Types.
Step 2 – Make sure employees are assigned to the Employment Type
Employees who should receive the policy must be assigned to the appropriate employment type.
For example:
Alex William → Full-Time
This allows ClickTime to use the Full-Time employment type when determining Alex's working hours and applying relevant leave policies.
Step 3 – Open Leave Policies
Go to:
Settings → Setup Table → Leave Policies
You will see the leave policies currently configured in ClickTime.
For example:
Annual Leave
Sick / Personal Leave
Long Service Leave
Compassionate Leave
Time Off In Lieu
Other Paid Leave
You can also create or customise leave policies to suit your organisation.
For detailed instructions, see How to Set Up & Configure Leave Entitlements.
Step 4 – Select the Leave Policy
Open the leave policy you want to configure.
For example:
Annual Leave
Review the policy settings, including:
Leave name
Leave type
Paid or unpaid status
Whether employees can see the leave when submitting a request
Payroll export settings, if applicable
The employees or employment types the policy applies to
The days on which the policy applies
Step 5 – Choose which Employment Types the policy applies to
Under the option that controls who the leave policy applies to, you can choose:
All employees, or
Specific employment types
For example, if Annual Leave should apply to Full-Time employees:
Apply to → Full-Time
You can also select multiple employment types if the same policy applies to more than one group.
For example:
Apply to → Full-Time + Part-Time
This allows you to maintain different leave rules for different groups of employees without having to create unnecessary employee-by-employee configurations.
Step 6 – Save the policy
Save your changes.
The leave policy is now associated with the selected employment type.
Any employee assigned to that employment type can be handled according to the configured leave policy.
Sometimes you have a group of employees that does not fit into your existing employment types.
For example, your company may have a group of employees called:
Holiday Workers
You want this group to have a specific leave policy that does not apply to your other employees.
In this situation, you can create a new employment type and then assign the leave policy to it.
Step 1 – Create the New Employment Type
Go to:
Settings → Setup Tables → Employment Types
Select:
+ New Employment Type
Create the new employment type.
For example:
Employment Type: Holiday Workers
Configure the appropriate agreed working hours for this employment type.
For example:
Daily hours: 7.2 hours
Weekly hours: 36 hours
Save the new employment type.
For more information, see Configuring and Managing Employment Types.
Step 2 – Assign the Employment Type to the Employees
Next, assign the new employment type to the employees who belong to this group.
For example:
Alex William → Holiday Workers
Alex's agreed working hours can now be based on the Holiday Workers employment type.
Step 3 – Create or Open the Leave Policy
Go to:
Settings → Setup Table → Leave Policies
You can either:
Create a new leave policy, or
Edit an existing leave policy
For example, you may want to create a leave policy specifically for Holiday Workers.
Step 4 – Apply the Leave Policy to the New Employment Type
In the leave policy settings, select the option to apply the policy to specific employment types.
Select:
Holiday Workers
The policy is now associated with the new employment type.
This means ClickTime can apply the policy to employees such as Alex William because Alex is assigned to the Holiday Workers employment type.
Once the employee, employment type and leave policy are configured, ClickTime can use the employee's agreed working hours when processing leave.
For example, Alex William has:
Employment Type: Full-Time
Daily Working Hours: 8 hours
Weekly Working Hours: 40 hours
Alex requests:
3 days of Annual Leave
ClickTime breaks the request into the individual leave days:
Monday → 8 hours
Tuesday → 8 hours
Wednesday → 8 hours
Total → 24 hours
If another employee has:
Daily Working Hours: 7.2 hours
then a full day of leave for that employee would be calculated using 7.2 hours.
This ensures leave hours are based on the employee's configured working arrangement rather than using a single fixed number of hours for everyone.
For additional information about how ClickTime handles leave requests, see Managing Leave in ClickTime.
Once a leave request has been approved, ClickTime can use the calculated leave days and hours as part of the employee's timesheet.
For example, if Alex's approved leave is:
| Date | Leave | Hours |
|---|---|---|
| Monday | Annual Leave | 8 |
| Tuesday | Annual Leave | 8 |
| Wednesday | Annual Leave | 8 |
The approved leave records are reflected in Alex's timesheet for those dates.
This means the leave hours can be included alongside the employee's normal timesheet records and subsequently used for payroll and reporting.
It is useful to think of these two settings as serving different purposes:
Defines what type of employee they are and their standard working arrangement.
For example:
Full-Time → 8 hours/day, 40 hours/week
Defines how a particular type of leave should be managed and who the policy applies to.
For example:
Annual Leave → applies to Full-Time employees
The combination of these settings allows ClickTime to determine both:
Who the policy applies to
and
how many hours should be allocated for each leave day.
For most businesses, we recommend the following approach:
Create your Employment Types first.
Define the appropriate daily and weekly working hours for each employment type.
Assign every employee to the appropriate employment type.
Configure your Leave Policies.
Decide whether each leave policy applies to:
All employees, or
One or more specific employment types.
Test the setup with an employee before rolling it out across the organisation.
Submit and approve a test leave request to confirm that the leave is being calculated correctly in the employee's timesheet.
For information about enabling employees to submit leave requests, see Availability Requests in ClickTime.
Employees can also submit leave requests through the ClickTime mobile app. See Applying for Leave on the ClickTime App.
Suppose your company employs Alex William as a full-time employee.
You configure:
Employment Type
Full-Time
8 hours/day
40 hours/week
Leave Policy
Annual Leave
Applies to Full-Time employees
Alex is assigned to:
Full-Time
Alex then requests:
3 days Annual Leave
ClickTime uses Alex's configured working hours to calculate:
3 × 8 hours = 24 hours of leave
After the leave is approved, the three leave days and their calculated hours are reflected in Alex's timesheet.
This is the basic relationship between Employment Types, Working Hours, Leave Policies and Timesheets in ClickTime.