Appogee Leave: Creating and Editing an Employment Profile

This feature can only be accessed by HR Admins and Administrators. 

Please note that all changes made to Employment Profiles will only be applied to future requests. The system cannot assume that these changes should also be done for past requests as this is not always the intended outcome. As such if you make changes to Employment Profiles where you want the changes to affect the past you must manually change them - we have some suggestions to work around this here.

An Employment Profile represents the employment conditions for a group of users. It defines the working and non-working hours and allowances. This document contains important information about setting up Employment Profiles.

Before you start:

  1. If your organisation recognises public holidays and other non working days, you should configure them first here
  2. If your organisation has several allowances, you should first create their corresponding leave types here
 
Employment Profiles can be found under HR ADMIN -> Employment Profiles :
 
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To view an existing Employment Profile, click on it's name in the list. To create a new Employment Profile, click on the Create button.
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An Employment Profile has 4 sections:
 
  1. Main Details tab
  2. Working Rota tab
  3. Entitlement Settings tab
  4. Users tab
 

1. Main Details 


  • Fill in the Name and Comments/Notes if any.
  • You will need to select a Leave Start Month which represents the month when the leave year of this Employment begins. This determines the leave year which always starts on the first day of the Leave Start Month. For example a January Leave Start Month would therefore mean that the Leave Year begins on 1st of January and ends on the 31st of December. Likewise a August Leave Start Month will mean that the Leave Year begins on the 1st of August and ends on the 31st of July.
  • Select a Public Holiday Profile associated with this Employment Profile. Please note that this is configured by an Administrator as described here
  • The "Automatically Calculate Working Hours?" option allows Appogee Leave to handle the calculation of working hours between 2 dates. These working hours are defined in the Working Rota tab and in the selected Public Holiday Profile.
    • If this is turned off, the users in this Employment Profile will be required to enter the number of hours leave they require, when they create a new request. You will not be able to create a Working Rota to specify working hours and as such the system will not know how many working hours there are and rely on the user to specify this. 
  • Hours in Working Day: If you have turned off the "Automatically Calculate Working Hours?" option, you will need to enter how many hours are in a working day. Provide an average if the working days have different hours. Please note that this average is only used to display hours as days onscreen and does not affect calculations. If you are modifying this value, please note that it will mean that requests made in the past will have values displayed based on the new working hours in day ratio. If in doubt, please contact support.

 


2. Working Rota 


The Working Rota defines the hours of employment worked by users in this Employment Profile.

You will only see the Working Rota tab if you have enabled the "Automatically Calculate Working Hours?" option in the Main Details tab. You may want to model this as close to their real working hours as possible, for example, if employees work in the weekend, you will have to define this here. Please note that Appogee Leave makes calculations in hours for higher accuracy and employees who have days with different numbers of working hours will see that their hours have been averaged. This is purely for display purposes (the hours are displayed onscreen as days based on the working hours per day ratio). 

There are two important options as highlighted below:

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  • Allow Override - If this is selected, users would be able to modify the working hours/days that Appogee has automatically calculated. This is useful if a user is creating a leave request for just a part of day rather than a morning or afternoon or whole day. If this is not selected, then they can only make half or full day requests.
  • Quick Fill - allows you to create a working rota quickly. Clicking this will open the dialog below where you can enter the settings as shown: It might be easier to start with this and change it accordingly.
ep7.png
 
 
 

3. Entitlement Settings 

Allowance allocations are set here. 
You can have up to 4 allowances: Leave (this is the default), Sickness and 2 Custom allowances based on your existing Leave Types
You can configure how much allowance is allowed for each of these as below:
 
Leave Settings
This is the default allowance.
The first setting Annual Leave Type allows you to select the way the annual leave is allocated. 
Depending on your organisation's policies, you can choose from 3 Annual Leave Types:
 

It is important to note that switching between the above types after users have been given allowances will not cause the allowances to be overwritten. Any adjustments to be made should be made manually by either adjusting a user's allowance or by using the allowance calculator.

 

Annual (Leave)

An annual allowance refers to allowances that are given to an employee at the beginning of the leave year to use throughout the leave year. For example, every January an organisation's users have an entitlement of 20 days to take as vacation time. 

  • Select Annual and enter the Annual Entitlement
  • Max Allowance Exceed - Enter the maximum number of hours/days that users with this Employment Profile can exceed their allocated allowance by.
    • To prevent users from exceeding their allocated allowance, set this to zero.
    • If you allow users to exceed their allocated allowance by any amount, set this to 365.
  • Max Carry Over - If employees have some leave left over at the end of the year and are allowed to carry over leave from one year to the next, enter the MAXIMUM amount they can carry over here.
  • Carry Over Debt? - Check this box if exceeded allowance will be carried over into the following year. For example, if a user exceeds their allowance by 5 days, their allocated allowance in the following year will be reduced by 5 days. This feature only applies if Max Allowance Exceed is greater than zero.
  • If TOIL can be carried over, check the box for Include TOIL in annual carry over?

 

Accrual (Leave)

Appogee Leave supports an accrual system where there is a regular accrual schedule e.g. 4 hours every week of the leave year. 
  • Select Accrual for allowances that are accrued at a specified rate on a regular basis. That is, entitlements are incremented regularly based on a schedule throughout the leave year.  

Please note that when configuring Accruals within Appogee Leave, the increments are applied on the scheduled day and therefore increments from the past cannot be applied. We recommend configuring accruals before the beginning of the leave year begins or adjusting employee allowances if accruals are configured after the leave year has begun. To work around this, consider delaying the accrual and then configuring it as required close to the weekday/date of accrual. 

  • Enter the Accrued Entitlement. 
  • In the Accrual Schedule specify the frequency and on which day/date the accrual should occur. There are 4 options: Weekly , Fortnightly, Monthly and Twice a Month. For each, select the day of accrual: For Weekly & Fortnightly this will be a day in the week. For Monthly & Twice a Month, this will be a date of the month from the 1st to 28th. Please see our documentation on when you can expect the accruals to occur here
  • Max Allowance Exceed - Enter the maximum number of hours/days that users with this Employment Profile can exceed their allocated allowance by. To prevent users from exceeding their allocated allowance, set this to zero.
  • Max Carry Over - If employees have some leave left over at the end of the year and are allowed to carry over leave from one year to the next, enter the MAXIMUM amount they can carry over here.
  • Carry Over Debt? - Check this box if exceeded allowance will be carried over into the following year. For example, if a user exceeds their allowance by 5 days, their allocated allowance in the following year will be reduced by 5 days. This feature only applies if Max Allowance Exceed is greater than zero.
  • If TOIL can be carried over, check the box for Include TOIL in annual carry over?

Both (Leave)

  • To use both Accrual and Annual, select Both
  • Enter the Annual Entitlement and Accrued Entitlement

    Please note that when configuring Accruals within Appogee Leave, the increments are applied on the scheduled day and therefore increments from the past cannot be applied. We recommend configuring accruals before the beginning of the leave year begins or adjusting employee allowances if accruals are configured after the leave year has begun.

  • In the Accrual Schedule specify the frequency and on which day/date the accrual should occur. There are 4 options: Weekly , Fortnightly, Monthly and Twice a Month. For each, select the day of accrual: For Weekly & Fortnightly this will be a day in the week. For Monthly & Twice a Month, this will be a date of the month from the 1st to 28th. 
  •  Max Allowance Exceed - Enter the maximum number of hours/days that users with this Employment Profile can exceed their allocated allowance by. To prevent users from exceeding their allocated allowance, set this to zero.
  • Max Carry Over - If employees have some leave left over at the end of the year and are allowed to carry over leave from one year to the next, enter the MAXIMUM amount they can carry over here.
  • Carry Over Debt? - Check this box if exceeded allowance will be carried over into the following year. For example, if a user exceeds their allowance by 5 days, their allocated allowance in the following year will be reduced by 5 days. This feature only applies if Max Allowance Exceed is greater than zero.
  • If TOIL can be carried over, check the box for Include TOIL in annual carry over?


Sickness Settings

If you want the users who are assigned this Employment Profile to have a sickness allowance (i.e an amount of sickness hours/days they are entitled to take), click on Enable Sickness Allowance. This will reveal the settings for the sickness allowance:

 

The first setting Annual Sick Type allows you to select the way the annual leave is allocated.

 

Depending on your organisation's policies, you can choose from 3 Annual Sick Leave Types:

It is important to note that switching between the above types after users have been given allowances will not cause the allowances to be overwritten. Any adjustments to be made should be made manually by either adjusting a user's allowance or by using the allowance calculator.

 
Annual (Sick)

An annual sickness allowance refers to sickness allowances that are given to an employee at the beginning of the leave year to use throughout the leave year. For example, every January an organisation's users have a sick entitlement of 5 days to take whenever they fall sick throughout the whole year. 

  • Select Annual and enter the Annual Sick Entitlement
  • Max Allowance Exceed - Enter the maximum number of sickness hours/days that users with this Employment Profile can exceed their allocated sick allowance by.
    • To prevent users from exceeding their allocated sick allowance, set this to zero.
    • If you allow users to exceed their allocated sick allowance by any amount, set this to 365.
  • Max Carry Over - If employees have some sick allowance left over at the end of the year and are allowed to carry over sick from one year to the next, enter the MAXIMUM amount they can carry over here.
  • Carry Over Debt? - Check this box if exceeded sick allowance will be carried over into the following year. For example, if a user exceeds their sick allowance by 5 days, their allocated sick allowance in the following year will be reduced by 5 days. This feature only applies if Max Allowance Exceed is greater than zero.

 

Accrual (Sick)

Appogee Leave supports a sick accrual system where there is a regular sick accrual schedule e.g. 1 hour every week of the leave year. 
  • Select Accrual for sick allowances that are accrued at a specified rate on a regular basis. That is, entitlements are incremented regularly based on a schedule throughout the leave year.  

Please note that when configuring Accruals within Appogee Leave, the increments are applied on the scheduled day and therefore increments from the past cannot be applied. We recommend configuring accruals before the beginning of the leave year begins or adjusting employee allowances if accruals are configured after the leave year has begun. To work around this, consider delaying the accrual and then configuring it as required close to the weekday/date of accrual. 



  • Enter the Accrued Sick Entitlement. 
  • In the Accrual Sick Schedule specify the frequency and on which day/date the sick accrual should occur. There are 4 options: Weekly , Fortnightly, Monthly and Twice a Month. For each, select the day of accrual: For Weekly & Fortnightly this will be a day in the week. For Monthly & Twice a Month, this will be a date of the month from the 1st to 28th. Please see our documentation on when you can expect the accruals to occur here
  • Max Allowance Exceed - Enter the maximum number of hours/days that users with this Employment Profile can exceed their allocated sick allowance by. To prevent users from exceeding their sick allocated allowance, set this to zero.
  • Max Carry Over - If employees have some sick left over at the end of the year and are allowed to carry over sick from one year to the next, enter the MAXIMUM amount they can carry over here.
  • Carry Over Debt? - Check this box if exceeded sickness allowance will be carried over into the following year. For example, if a user exceeds their sick allowance by 5 days, their allocated sick allowance in the following year will be reduced by 5 days. This feature only applies if Max Allowance Exceed is greater than zero.

Both (Sick)

 

  • To use both Accrual and Annual, select Both
  • Enter the Annual Sick Entitlement and Accrued Sick Entitlement

    Please note that when configuring Accruals within Appogee Leave, the increments are applied on the scheduled day and therefore increments from the past cannot be applied. We recommend configuring accruals before the beginning of the leave year begins or adjusting employee allowances if accruals are configured after the leave year has begun.

  • In the Accrual Sick Schedule specify the frequency and on which day/date the accrual should occur. There are 4 options: Weekly , Fortnightly, Monthly and Twice a Month. For each, select the day of accrual: For Weekly & Fortnightly this will be a day in the week. For Monthly & Twice a Month, this will be a date of the month from the 1st to 28th. 
  •  Max Allowance Exceed - Enter the maximum number of hours/days that users with this Employment Profile can exceed their allocated allowance by. To prevent users from exceeding their allocated allowance, set this to zero.
  • Max Carry Over - If employees have some sickness allowance left over at the end of the year and are allowed to carry over sickness from one year to the next, enter the MAXIMUM amount they can carry over here.
  • Carry Over Debt? - Check this box if exceeded allowance will be carried over into the following year. For example, if a user exceeds their sickness allowance by 5 days, their allocated sickness allowance in the following year will be reduced by 5 days. This feature only applies if Max Allowance Exceed is greater than zero.



Custom 1 & Custom 2 Settings

If you require another allowance apart from Annual Leave and Sickness, you can enable them as a Custom 1 or Custom 2 allowance.

First, you must create a Deducted Leave Type for the custom allowance. If you have not, please see this article on how to create a Deducted Leave Type

To proceed click on Enable Custom 1 Allowance or Enable Custom 2 Allowance.

Select the leave type to be associated with this allowance:

 

  • Enter the Annual Entitlement for the custom allowance. 
  • Max Allowance Exceed - Enter the maximum number of hours/days that users with this Employment Profile can exceed their allocated custom allowance by. To prevent users from exceeding their allocated custom allowance, set this to zero.
  • Max Carry Over - If employees have some custom allowance left over at the end of the year and are allowed to carry over their custom allowance from one year to the next, enter the MAXIMUM amount they can carry over here.
  • Carry Over Debt? - Check this box if exceeded custom allowance will be carried over into the following year. For example, if a user exceeds their custom allowance by 5 days, their allocated custom allowance in the following year will be reduced by 5 days. This feature only applies if Max Allowance Exceed is greater than zero.

4. Users 

A list of users assigned to this Employment Profile can be found here. Users must be assigned employment profiles when they are activated.

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