Assign people to absence policies

Table of Contents

• Roles and access
• Three ways to assign employees
• Method 1: Directly after creating a policy
• Method 2: Through the Absence module
• Method 3: Through the employee's profile
• Edit a policy assignment
• Remove an employee from a policy
• What happens when you change a policy

Roles and access

💡 An employee can only be assigned to one policy per absence type at a time. If you assign someone who is already assigned to another policy, they will automatically be moved to the new one from the effective date. Any existing absence registrations has on or after the start date of the new policy, will be recalculated according to the work schedule rules of new policy. 

Three ways to assign employees

You can assign employees to absence policies in three ways:

1. Directly after creating a new policy
2. Through the Absence module settings
3. Through the employee's profile

All three methods allow you to set an effective date and an end date for the assignment.

Method 1: Directly after creating a policy

1. Create a policy as described in  🔗 "Create absence policies"
2. Click "Save" and  the policy is now created
3. Navigate to the "Assigned people" tab
4. Click "Assign people"
5. Select the employees you want to assign
6. Set an effective date if needed
7. Click "Assign"

Method 2: Through the Absence module

1. Go to the Absence module
2. Navigate to "Settings"
3. Scroll down to the relevant absence type and click on it
4. Click "Manage" on the policy you want to assign employees to
5. Click "Assign people"
6. Select the employees you want to assign
7. Set an effective date if needed
8. Click "Assign"

Method 3: Through the employee's profile

This method is useful when you want to manage policies for a single employee, or when you need to set both an effective date and an end date for the assignment.

1. Go to the People module and open the employee's profile
2. Navigate to the "Absence" tab
3. Click the three dots next to the absence type you want to manage
4. Click "Manage policies"
5. Click "+ Assign to a new policy"
6. Choose which policy to assign
7. Set an effective date and/or end date if needed (see below)
8. Click "Assign to policy"

Edit a policy assignment

You can edit the effective date and end date of an existing policy assignment at any time. This is useful when the original assignment was set with the wrong dates, or when an employee's situation changes.

Example: An employee changes from part-time to full-time and is therefore entitled to more vacation days from a specific date. You have already assigned them to the full-time vacation policy, but the effective date needs to be adjusted to match the exact date they transitioned to full-time and not the date the assignment was created.

1. Go to the People module and open the employee's profile
2. Navigate to the "Absence" tab
3. Click the three dots next to the relevant absence type
4. Click "Manage policies"
5. Click the three dots next to the policy you want to edit
6. Click "Edit policy period"
7. Set the new effective date and/or end date
8. Click "Save"

Remove an employee from a policy

💡 You can remove an employee from a policy if they have no registered absence in that policy's period.

1. Go to the People module and open the employee's profile
2. Navigate to the "Absence" tab
3. Click the three dots next to the relevant absence type
4. Click "Manage policies"
5. Click the three dots next to the policy
6. Click "Remove from policy"

⚠️ Removing an employee from a policy means they will not be able to register absence of that type until they are assigned to a new policy. Removing someone from a policy when they have registered absence in that period is not possible.

What happens when you change a policy

Effective date

The effective date determines when the new policy takes effect. Absence registered from the effective date onwards will be counted under the new policy. Absence registered before the effective date remains in the old policy.

💡 If you leave the effective date empty, the new assignment will override all previous policy assignments for that employee.

End date

The end date determines when the employee is automatically unassigned from the policy. After the end date, they will have no active policy for that absence type until a new one is assigned.

💡 If you leave the end date empty, the assignment will override all future policy assignments for that employee.

Transferred days

If the new policy has a different time period than the old one, or if the new policy does not allow transfer of days, any transferred days will be removed when the employee is reassigned.

Registered absence

Absence that is approved and registered from the effective date onwards will be reassigned to the new policy. Requests and registered absence before the effective date will remain unaffected.