Permission Types
Permission Types (Time Off Reasons) is the catalog of absence reasons your company offers when registering a Leaves and Absences request (for example Vacation, Medical Leave or Personal Leave). Each reason defines whether it counts as Vacation or as another type of absence and, optionally, a maximum number of allowed days.
What is it and what is it for?
When an employee requests time off on the Leaves and Absences screen, they must choose a reason (the Type of Leave) from this catalog. This catalog is what your company maintains to define which reasons exist, how they're classified, and the maximum number of days that can be requested with each one.
Each reason is classified as either Vacation or Other. That classification is what determines, when a Leaves and Absences request is registered, whether the employee also needs to pick one of the contract's vacation periods (reasons of type Vacation ask for it; any other reason hides it).
How to use it
- Open the Permission Types list and click Add.
- Enter the Name of the reason (for example "Vacation", "Medical Leave" or "Personal Leave"). It's required and must be unique.
- Choose the Type: Vacation if this reason should deduct days from one of the employee's contract vacation periods, or Other for any other kind of absence.
- If you want to cap how many days can be requested at once with this reason, set the Max Days. Leave it blank (or zero) if you don't want a limit.
- Add a Note if needed and click Save.
- From an existing reason's detail screen you can edit it with the header's edit button; from the list, each reason links directly to its detail screen.
Key fields
| Field | What it's used for |
|---|---|
| Name | Descriptive name of the reason. Required and unique among the other Permission Types. |
| Type | Classifies the reason as Vacation or Other. Determines whether a Leaves and Absences request using this reason needs to specify one of the employee's contract vacation periods. |
| Max Days | Maximum number of days that can be requested at once with this reason on a Leaves and Absences request. Optional. |
| Notes | Free-form comment about the reason, for your company's internal use. |
Validations when saving
- The Name is required.
- The Name must be unique: you can't create two Permission Types with the same name.
- You cannot delete a Permission Type that is already used by at least one recorded Leaves and Absences request; you must first change the reason on those requests or leave the Permission Type unused.
Availability and permissions
- Access to this catalog is controlled by the general "Configuration" permission on your user group, with separate levels for add, edit and delete.
- No additional plan or Enterprise-module restrictions were found on this screen; in practice, this catalog is only useful if your company uses the Leaves and Absences feature, which does require the Premium Plus Payroll plan or Enterprise with the Payroll module active.
Tips and common mistakes
Set the right Type from the start. Only reasons marked as Vacation ask for a contract period when an absence is registered; if a reason that should deduct vacation days is set to "Other", employees won't be able to link it to their vacation period.
Can't delete a reason? AdmCloud blocks it if the reason is already used on a recorded Leaves and Absences request; the error message shows the number of each request using it.
Max Days is optional. If you leave it blank, employees can request any number of days with that reason; AdmCloud only enforces the limit when the reason has one configured.