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Autofill leave requests with correct hours for each employee
Autofill leave requests with correct hours for each employee

Configure how hours are applied across a leave request

Updated over a week ago

Leave autofill ensures the correct number of leave hours are entered for each day when an employee applies for leave. Employees only need to enter a start and end date for their leave request and the correct number of hours per day will automatically populate for each day.

Leave can be configured to autofill from any combination of the below sources:

  • The employees regular hours of work (often called 'contract hours')

  • The employees published scheduled shifts

  • The employees unpublished scheduled shifts

  • The default leave length contained in your account settings

How it works

You can create a single autofill rule, or create multiple rules. When using multiple rules, will skip to your next preference if your preferred option isn't available, e.g. if you want leave to autofill based on regular hours of work and none were entered.

Using leave autofill is optional. If you don't configure leave autofill, will apply the default leave length in your account settings to all leave applications.

The following shows an example of how a leave request is auto-filled using the 'Regular Hours' step.

Configuring leave autofill

To configure leave autofill:

  • Navigate to Settings > All Settings > View all leave settings > Autofill Leave Requests

  • Choose which earnings rule tags you are setting the autofill rule for. In most cases, you can select 'All tags.'

  • Select and order your autofill preferences

Using leave autofill to apply public holidays

Many organizations automate public holiday leave types for full time and part time employees using leave autofill.

Configuring the leave type

To apply with leave autofill, a public holiday leave type needs to be set to apply on Public Holidays, and to Automatically apply this leave type on public holidays

From here, use the same method as above to configure autofill. Ensure the earnings tags on the leave autofill page match those on the leave type page.

FAQs and Troubleshooting

How can I tell how a leave request has been auto-filled?

The timesheet history shows which auto-fill method was used for each leave request. The timesheet history is visible to Admins at the bottom of the timesheets page when viewing timesheets for an individual employee.

In the timesheet history, look for the date of your leave request and identify the numerical code in the 'Leave filled from' field as shown below:

Match this code with the below descriptions to see how the leave was auto-filled:

0 = the default leave value contained in your organization settings

1 = published schedule

2 = unpublished schedule

3 = regular hours of work

4 = schedule and then edited by a manager during approval

5 = unpublished schedule and then edited by a manager during approval

6 = from regular hours of work and then edited by a manager during approval

Article Keywords: autofill, leave hours

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