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Setting Up Request Types

Updated over 3 weeks ago

Request types are the different categories of time off that employees can request, such as annual leave, sick leave, training days, or maternity leave. Each request type can have different rules, approval workflows, and payment settings.

Setting up Request Types

  1. Select the Time Off tile from the left-hand menu

  2. Click the Request Types tab at the top

  3. Click New to create a new request type

  4. Enter a Name for the request type (e.g., "Annual Leave", "Sick Leave", "Training Day")

  5. Select an Action – this determines how the request affects allowances and pay:

    • None: No effect on allowance or pay

    • Use Time Off Allowance: Deducts from annual allowance (typical for holidays)

    • Paid Leave: Doesn't deduct from allowance but employee is still paid (e.g., training days)

    • Unpaid Leave: No pay, no deduction from allowance

    • Sick Leave: By default unpaid (create separate "Sick Pay" request with Paid Leave if needed)

    • Adjust Timesheet: Allows manual timesheet adjustments

  6. Optional: Attach a Form if you want employees to complete a checklist when making this request

  7. Select an Approval Workflow (e.g., Line Manager, Payroll Only, Site Manager, HR Only, or select "Approval Not Required" if no approval needed)

  8. Optional: Select which Cohort can use this request type (e.g., only PAYE employees can request "Paid Holiday")

  9. Configure Options:

    • Comment Required: Tick if employees must leave a reason for the request

    • Project Required: Tick if employees must select which site/project the time off relates to

    • Withdrawal Allowed: Tick if employees can withdraw their own requests

    • Include in Who is Off-Site: Tick to show this request type on the calendar (recommended for most types)

  10. Optional: If linking to timesheets, select a Pay Rate (typically "Paid Time Off" for a separate line, or "Standard" to include in normal hours)

  11. Click Save

Your new request type is now available for employees to use.

Editing or Deleting Request Types

  1. Go to Request Types tab

  2. Click on the request type you want to edit

  3. Make your changes and click Save, or click Delete to remove it

Use Case

This feature is predominantly used by Super Users and Admin staff when setting up Time Off or when creating new categories of leave. Most companies create 3-5 request types to cover their needs:

  • Annual Leave / Holiday (Paid)

  • Holiday (Unpaid) for contractors

  • Sick Leave

  • Training Days

  • Optional: Maternity/Paternity, Bereavement, Compassionate Leave

💡 Tips

  • Keep request types simple – you don't need a different type for every scenario

  • Use cohorts to restrict certain request types (e.g., only PAYE employees can request "Paid Holiday")

  • Set "Approval Not Required" for sick leave so employees can log it without waiting for approval

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