Company rules and public holidays

Beyond types and policies, a few rules apply to the whole organisation: periods when absences cannot be booked, the maximum number of people absent at the same time, the calculation method for part-timers, the default carryover and, of course, public holidays. This article is for administrators and HR staff.

Before you start #

• The Leave & work time page opens with the “Work Schedules” permission. Each section then requires its own permission, at the Execute level to make changes:

Company leave rules #

Open Settings › Time Management › Company Rules, then the Leave & work time tile. Only the sections your permissions allow are shown.

Blackout periods #

No absence requests are accepted during these periods (year-end closure, stocktaking, peak activity).

1. Click Add.
2. Fill in the NAME, the SCOPE (Company, Office, Department or Team, then which one), the START, the END and, if you wish, the REASON.
3. Leave Active period ticked and click Create period.

The period appears in the schedule of the employees concerned, and the request form refuses submission on those dates. An absence type set to “Exempt from blackout periods” (sickness, for example) is not affected on the server side.

Team quotas #

A quota sets the maximum number of people absent at the same time in a team, department or office. Add, choose the SCOPE and the MAX, then Create quota. When a request would exceed the quota, the employee sees a warning; if it is sent, it is recorded and then rejected automatically, with the reason. Types “Exempt from team quotas” are not counted.

Pregnancy hours #

A weekly reduction of working time during pregnancy and after the birth. Tick Open the pregnancy hours entitlement, choose the hourly Absence type that carries them, the Hours per week (prorated to the activity rate), the pregnancy month it starts and the number of months after the birth; for a days-based schedule, the number of half-days per week. This type must have a policy assigned to the employees concerned. HR enters the dates on the employee file, the employee books her hours, approved by her manager; anything unused is lost at the end of the week.

Part-time — Calculation method #

Defines how entitlement and deductions are adjusted for part-timers. Three methods:

A simulation over one holiday week and the list of employees (rate, schedule, entitlement) show the effect of the chosen method.

Balance carryover (leave) #

The company default for unused balance at year rollover: No carryover, Carryover with expiry (fixed annual date or a delay in months after the period ends), Capped carryover (cap in days) or Unlimited carryover. A type or a policy can have its own rule, which takes precedence.

Counter payouts #

The Allow counter payouts switch enables paying out attendance counters and absence balances in salary. Each balance is then made payable in its absence policy. When disabled, no payout option appears; pending requests resume if you re-enable it.

Clock / Absence Reconciliation #

What happens when a clock entry conflicts with an absence, in two situations: Clock-in on absence day (the employee clocks in on a day covered by an approved absence) and Absence on clocked day (an absence is approved on a day already clocked). Each situation offers its own actions, for example Allow, Warn approver, Alert HR, Block clock-in, Block absence request, Overwrite clock entries or Top up to scheduled hours. The request form takes this into account in its “Existing clock entries” banner.

Sickness alerts #

Notifies HR, and only HR (health data), through the “Long-term sick leave” workflow: a long absence from N consecutive days or N days over 12 rolling months, and the Bradford factor (S² × D over 12 months) above a threshold. Days are counted in calendar days; each alert is sent once a year per person.

The same page also holds clocking settings (sessions, entry lock), covered in the Attendance articles.

Public holidays #

Calendars #

Open Settings › Time Management › Public Holidays. On the left, the Calendars list separates System calendars (official holidays by country and by canton or region) from Custom ones (yours). On the right, the holidays of the selected calendar for the year shown.

1. To create a calendar, click New calendar.
2. Enter the Calendar name, the Country, the Region / State (or Entire country), the Year and the Holiday types to include.
3. Click Create: the matching official holidays are imported.

In a custom calendar, Add opens Add holiday: choose the Kind, the date (or a range From / To (optional)), the Name, the Type and the Duration (Full day or Half day). Edit and Delete act on each day.

Preparing the next year #

A calendar covers one year. Duplicate creates its copy for the following year: fixed dates move across, movable feasts are recalculated. Remember to duplicate your custom calendars before 1 January.

Which calendar applies to whom #

The company’s calendar is chosen on the company record (Organizational repository); an office can follow another calendar (the Holiday Calendar field of the office record). For each employee, Illizeo takes, in this order: a personal assignment, the calendar of their contract’s office, that of their own office, then the company’s. For a system calendar, only national holidays and those of the office’s canton or region apply. The Public holidays tile in Company Rules shows the company calendar and its holidays for the year.

Public holiday worked #

In Company Rules › Public holidays, the Compensation rule for a public holiday worked credits time to the “Public holiday hours” counter: None, Time premium (a percentage of the hours), Time off in lieu (hour for hour) or Compensatory rest day. Rules by population (executives and non-executives) can replace it. These compensations belong to the Attendance module.

Good to know #

• A calendar to which employees are assigned cannot be deleted: deactivate it.
• Changes to a blackout period or a quota apply to new requests and edits, not to absences that are already approved.
• The sections of this page are in French and English; other languages see English.