Set Leave Type Availability

Leave Type Availability determines which employees can access specific Leave Types in ClickTime. By using Leave Type List Controls, you can ensure that only the right groups (based on Employment Types) can log time to certain Leave Types such as Vacation, Sick, or Company Holidays.

Quick Guide: Managing Leave Type Availability

Enable Control

• Go to Company → Preferences.
• Under Leave Type List Controls, select either:
  • None: All employees can access all active Leave Types.
  • Employment Type: Restrict access by Employment Type.

Assign Leave Types from the Leave Types List View

• Go to Company → Preferences → Leave Types.
• Select the Edit pencil for a Leave Type.
• Open the Leave Type Availability tab → Edit Section.
• Check the Employment Types that should have access.
• Click Update.

Assign Leave Types from Employment Types

• Go to Company → People → Employment Types.
• Select an Employment Type → adjust Leave Type Availability.
• Save changes.

Keep in Mind

• Historical time-off entries remain unchanged when availability is updated.
• For QuickBooks payroll sync, ensure controls are set to Employment Type.
• If enabling controls for the first time, review all Leave Types to confirm proper access.

Leave Type Control Settings

You can configure Leave Type List Controls from the Company → Preferences page.

• None: All employees can access any active Leave Types from the Time Off section of their time entry pages.
• Employment Type: Leave Type access is restricted by Employment Type, allowing you to manage availability on a per-group basis.  For more information on Employment Types, see our article here.
  

⚠️ Important:

• If you are using the ClickTime Connector for QuickBooks (for payroll purposes), Leave Type List Controls must be set to Employment Type. Otherwise, time off entries will not sync with QuickBooks.
• Please resolve all pending time off requests before enabling Leave Type restrictions to avoid interruptions or inconsistencies.

Managing Leave Type Availability

Once Leave Type List Controls are enabled, availability can be managed from the Leave Types List View:

1. Go to Company → Preferences → Leave Types.
2. Click the Edit pencil icon for a Leave Type.
3. Open the Leave Type Availability tab.
   
4. Click Edit Section.
5. Check the boxes for the Employment Types that should have access.
6. Click Update to save your changes.
   

💡 Note: Editing a Leave Type’s availability will not remove or change historical time-off entries. Updates only apply going forward.

Managing Availability from Employment Types

You can also assign Leave Types directly from an Employment Type’s Details page:

1. Go to Company → People → Employment Types.
   
2. Select an Employment Type.
   
3. Edit the availability settings to assign or remove Leave Types.
   

Troubleshooting

• Review availability after enabling controls: If you’re turning Leave Type List Controls on for the first time, review all Leave Types to ensure each Employment Type has the right access.
• Keep naming conventions clear: For example, “Vacation – Full Time” vs. “Vacation – Part Time” makes administration easier.
• My employee cannot see a Leave Type and my settings are set to "None": Keep in mind that ClickTime has Approval Required Leave Types and Approval Not Required Leave Types.  If Leave Type Availability is set to none, review whether the Leave Type is Approval Required or Approval Not Required.  If its Approval Required, it will only show under Personal >> Time Off.  If its Approval Not Required, it will only show under the Time Off area at the bottom of the Day View and Week View screens.

• Check QuickBooks sync settings: If payroll integration is enabled, always confirm Leave Type availability is tied to Employment Types.