Time off policies define how much time off employees are entitled to and when they can use it. In Easyteam Embedded, each policy includes settings for balance tracking and accrual behavior.
When creating a policy, the first decision is whether to use a limited or unlimited balance.
Time off balances section
An unlimited balance means employees can request time off without a predefined cap and time off is not earned. This is often used when each request is approved manually. Even in this mode, approval rules and request limits can still apply.A limited balance tracks how much time off each employee has available. The system deducts time as it's used and enforces rules around usage. This mode is commonly used when time off is earned gradually or granted annually. Employees see how much balance they have when submitting requests.
Limited policies can include a setting to block requests that exceed the current balance. If this option is enabled, employees will only be able to request time off if they have enough available. If it is disabled, they can submit requests even if their balance is zero or negative. This setting helps businesses control overuse and stay aligned with internal policies or labor laws.
When using a limited balance, businesses choose how the time off is granted. There are two supported options.In a fixed balance model, each employee receives a predefined number of hours or days, either upfront or at specific intervals. For example, employees may be given 10 days at the start of the year. This amount does not change unless manually adjusted.
Time off balances section
In an earned model, time off accrues gradually based on hours worked. A common setup might give one hour of time off for every 30 hours worked. This model is useful for part-time employees.Both options support setting a maximum balance. If an employee reaches the cap, no more time is accrued until some time is used.
Managers can see balances for each employee inside the policy edit screen. This includes how much time has been earned, how much has been used, and how much remains. Balances are shown alongside the employee’s name and can be edited manually if needed.
Employee status and balances
Managers can make changes to balances, but make sure to read the Compliance Limitations section in time off policies to understand the risks of manaully adjusting balaces.
Employees see their available balance when they request time off. Only policies they are assigned to will appear. If a policy has limited balance, it will only be shown if the employee has time remaining or if the policy allows negative balances.
Employee balance on the time off request screen
For unlimited policies, the system will show the policy but no numeric balance. The request still follows the policy’s rules around approval and limits.All balances reflect real-time values and are synced between the schedule, policy, payroll and time off request screens.
