A policy is a set of specific rules for an absence type. You can add additional policies if you have employees who are subject to other legislations, who have individual employment contracts, etc.
Policy
Each absence type can have multiple policies. For example, some of your employees have 25 days vacation per year and some have 20 days per year. In that case, you want two policies on the Vacation absence type.
To get an overview over your policies
- Go to the "Absence module"
- Scroll down to the absence types and click on fx. Vacation
- See a list of all existing policies associated with this absence type
- Policy name — A descriptive name for the policy
- Default for new employees — Should new employees automatically be assigned to this policy
- Time period — How registered days should be counted. Choose between Follows the calendar year and Based on a rolling period.
- Limit number of days — If this is turned off, employees can register unlimited amount of days each time period.
- Export code — This will be included in absence exports. Should match your external absence system's codes.
- One exception is the absence type Sick leave where you also can setup Absence follow up.
When you looked through all absence type and adjusted the settings to your standard, click Complete setup and your organisation is ready to start registering absence in Huma.
Editing time period and days available is not possible for already created policies. To edit them, please reassign all assignees to a new policy.
How to create a policy
- Go to the "Absence module"
- Navigate to "Settings" and locate the absence type for which you would like to create a policy by scrolling down the list
- Click "Add policy"
- Fill out settings and information for the policy and click "Save"
- A new window will appear, allowing you to assign individuals to the policy by selecting "Assigned people" and then clicking on "Assign people"
- Employees can only belong to one policy at a time.
- Read more about assigning policies to employees here.
You need a System role with Full access to Absence to be able to manage policies.
Video - Mastering absence policies
How to archive policies
- Go to the "Absence module" and navigate to "Settings"
- Scroll down to absence types and click on the type you want to delete a policy for
- Click on the three dots to the right of the policy and select "Archive"
- Before archiving a policy, you need to reassign everyone assigned to it. Users who are not assigned, but who will be in the future by existing configuration, will also be reassigned.
Please note that "archiving" a policy effectively removes it from active use, similar to deleting the policy entirely.
We refer to this process as "archiving" because it allows us to retain the policy data, ensuring that any previously recorded absences continue to function correctly within the system.