Every ClickTime account has the option to track Time Off. This article will cover how to edit the existing Leave types and create new ones for your staff to use. It will also discuss some of the accruals functionality available through our optional Time Off Accruals Module (more information here). You can use the following links to skip to different sections of the guide:
For more information about Time Off in general, please see these articles.
The Leave Types list view page is accessible via the Company --> Preferences page, by clicking the “Leave Types” link near the top.
On the Leave Types List View page, you will see a list of all current Leave Types and their active/inactive status:
By default, ClickTime will create 5 Leave Types for each new account. The "Comp Time" and "Personal Time" Leave Types will be inactive. If your organization is using the Accruals Module you will also see if the balance is visible on the time entry pages.
You can use the "edit" pencil icon to edit an existing Leave Type, or the "Add Leave Type" option to create a new Leave Type in your account.
To add a new Leave Type, click “Add Leave Type” at the upper right hand side of the page.
On the next page you will be able to set up the Basic Information, which requires a name and category for the new Leave Type. You have the option to set the category to Approval Not Required, Approval Required, and Company Holiday. Please use the links below for more information about these categories.
You also have the option to enter an Accounting Package ID if you will be using one for data synchronizations.
In order for your staff to access the Leave Type, leave the status set to "active." Enter any notes about the Leave Type that will be useful to other ClickTime Administrators.
If you are using the Time Off Accruals Module, you can also indicate that you'd like peoples' Leave Type balances to display on their time-entry pages.
If you check the box, your staff will see an "airplane" widget on the Day View and Week View time entry pages. Hovering over the widget will display the current balance for all available Leave Types that have this option enabled.
Below the Basic Information section, you can enter Person Defaults for this Leave Type. These are the values that each new person will inherit when you add them to the system. The Starting Balance is the number of hours they will start out with. Those using our Time Off Accruals Module will also see options for Accrual Rate and Maximum Accrual.
These default values can be changed on a person-by-person basis when you add new users to the system.
More information on the additional Time Off Accruals Module is available here.
If you have not enabled Leave Type Controls (from the Company --> Preferences page), you can then click "Save" to create the new Leave Type.
If you have turned Leave Type List Controls on, then you will click "Next" to move on to the Leave Type Availability tab, where you can indicate which Employment Types should have access to the Leave Type (more information about Leave Type List Controls is available here).
Once you save your new Leave Type, it will be visible on the Leave Type List View page.
Leave Types cannot be deleted, but you can mark them as inactive (explained below).
If you'd like to review or manage any aspect of a Leave Type, you can do so by clicking the "edit" pencil icon from the Leave Type List View page.
This will take you to the Leave Type Detail Page. When you open the page, it will be in “View” mode. Click the “Edit Section” button for any section to open the fields and make changes.
In the "Basic Information" section, you can change the name that is used for the Leave Type and the Accounting Package ID (useful for data synchronization). This is also where you can change the status to "inactive" if you do not want your staff to continue to use it for time entries. Un-checking the "show leave type balance" box will remove this Leave Type from the airplane widget on time entry pages. Click "Update" to save any changes.
Those using the Time Off Accruals Module will see the option to "Show leave type balance on the time-entry pages", which will appear as an airplane icon on their time entry pages:
In the Person Defaults section, you can establish the default Starting Balance for all People you add to the system. Those using our Time Off Accruals Module can also edit the default Accrual Rate and Maximum Accrual amount.
More information about the additional Time Off Accruals Module is available here.
If you have Leave Type Controls List enabled on the Company --> Preferences page, you will also see the Leave Type Availability tab. This is where you determine which Employment Types have access to the Leave Type (more information about Leave Type List Controls is available here).
To change Leave Type Availability, click the "Edit Section" option and then check the boxes for the Employment Types that should have access to this Leave Type. Then click "Update" to save your changes:
Please note that if you are using the ClickTime Connector for QuickBooks for Payroll purposes, you will need to make sure that Leave Type List Controls are set to "Employment Type", otherwise time off they log will not synchronize with QuickBooks.
You can also change Leave Type Availability on the Employment Type Details page. More information on editing Employment Types can be found here.
Organizations using our Time Off and Accruals Module will also see options to indicate if Approval is Required for employees to use each Leave Type:
Please be aware that if you set a Leave Type to "Approval Required", that cannot be undone. If this was done in error you will need to inactivate the Leave Type and create a new one.
After changing this status, you will then need to indicate who the Default Approver is for the Leave Type. This drop-down will include the Administrators for your ClickTime account.
This person will be the default Approver for any Time Off Requests until another Time Off Approver has been designated for each employee. This can be done from the Person Details page (see here for more details).