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Creating Leave Rules

Leave rules allow you to customize leave entitlements and restrictions based on employee attributes such as job title, employment status, or individual employees. Rules override the default leave type settings for specific groups.

What Are Leave Rules?​

Leave rules enable you to:

  • Grant different leave entitlements to different job titles
  • Restrict leave types to specific employment statuses
  • Prevent certain employee groups from applying for specific leave types
  • Require minimum service duration before leave eligibility
Advanced Feature

Leave rules provide granular control over leave policies. Use them when the default leave type settings don't accommodate all your organization's requirements.

How to Create a Leave Rule​

  1. Go to Admin > Leave Settings > Leave Rules

  2. Click Add New

  3. Configure the rule settings

  4. Click Save

Example 1: Job Title-Based Leave Allocation​

Grant all Software Engineers 20 days of annual leave.

Job Title Leave Rule

  • Leave Type: Annual Leave
  • Job Title: Software Engineer
  • Leaves Per Year: 20
  • Employee Can Apply: Yes

Result: All employees with the "Software Engineer" job title receive 20 days of annual leave.

Example 2: Combined Job Title and Employment Status​

Allow only permanent Software Engineers to apply for medical leave with 10 days allocation.

Combined Criteria Rule

  • Leave Type: Medical Leave
  • Job Title: Software Engineer
  • Employment Status: Permanent
  • Leaves Per Year: 10
  • Employee Can Apply: Yes

Result: Only Software Engineers with "Permanent" employment status can apply for medical leave. Contract or probationary Software Engineers cannot.

Example 3: Restricting Employee Self-Application​

Prevent contract workers from applying for casual leave themselves, but allow admins to assign up to 5 days.

Restrictive Rule

  • Leave Type: Casual Leave
  • Employment Status: Contract
  • Leaves Per Year: 5
  • Employee Can Apply: No
  • Admin Can Assign: Yes

Result: Contract employees cannot request casual leave through the self-service portal. Administrators can still assign casual leave to them, limited to 5 days.

Example 4: Service Duration Requirement​

Require employees to complete one year of service before becoming eligible for annual leave.

Service Duration Rule

  • Leave Type: Annual Leave
  • Department: (Top-level company department)
  • Required Experience (Days): 365

Result: Employees must complete 365 days of service before they can apply for annual leave. This rule applies company-wide when set at the top department level.

Rule Fields Reference​

  • Leave Type: The leave type this rule applies to
  • Job Title: Match employees with this job title
  • Employment Status: Match employees with this status (Permanent, Contract, etc.)
  • Department: Match employees in this department
  • Employee: Match a specific employee
  • Leaves Per Year: Override the default leave allocation
  • Employee Can Apply: Whether employees can self-apply for this leave
  • Admin Can Assign: Whether admins can assign this leave
  • Required Experience (Days): Minimum days of service before eligibility

Rule Priority​

When multiple rules could apply to an employee, the most specific rule takes precedence:

  1. Employee-specific rule (Highest priority)
  2. Job Title + Employment Status
  3. Job Title only
  4. Employment Status only
  5. Department only
  6. Default leave type settings (Lowest priority)

Quick Reference​

  • Create leave rule: Navigate to Admin > Leave Settings > Leave Rules
  • Edit existing rule: Click Edit on the rule
  • Delete rule: Click Delete on the rule

Setup Checklist​

  • Identify employee groups that need different leave policies
  • Determine the criteria for each group (job title, status, etc.)
  • Create rules with appropriate leave allocations
  • Test rules by checking affected employees' leave balances
  • Document rules for HR reference