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A policy states which absences a group of people is entitled to, and how much of each. Each person has one policy at a time. Who: HR, Administrator, Owner. Where: the Organization → Absence policies menu.

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Create a policy

1

Open the form

Click Add policy.
2

Choose a starting point

Under Start from a template, choose Employment contract — 20 days, Employment contract — 26 days, B2B — planned unavailability or Build your own. A template only fills in the form — you can change anything.
3

Name the policy and choose types

Enter the Policy name and select the absence types the policy covers. You need at least one type.
4

Set the allowance

Choose how the allowance is set (described below) and enter the number of days or hours for each pool.
5

Create

Click Create policy.

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Allowance

Policy details: the Rules, Approval and Assignments tabs and the Allowances and pools section with a Vacation leave pool of 26 days
Balance may go below zero lets a request be approved even when the balance isn’t enough. It applies to every pool in the policy. The Suggested for field (collaboration form) is only a hint when assigning. It doesn’t limit who you can assign the policy to.
The “Employment contract — 20 days” and “Employment contract — 26 days” templates follow Polish practice. They are not legal advice. Check the allowance that applies in your organization.

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Approval in the policy

Open the policy and go to the Approval section. For each absence type you set:
  • Requires approval or Does not require approval,
  • One stage or Two stages.
Stage 1 — organisational route: the approver follows from the manager, the team and the organization settings, not from the policy. At Stage 2 you name a specific approver. See How approval works.
Editing approval in a policy: Two stages selected, Stage 1 — organisational route, and the Stage 2 approver field

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Assign the policy to people

1

Open assignments

Open the policy and go to the Assignments section.
2

Choose people

Click Assign people and select people. You can assign a policy to at most 1000 people at a time.
3

Review the preview and confirm

The preview shows who will receive the policy and whose current policy will change. Click Assign.
Result: the change takes effect today. If a person had a different policy, their current assignment ends before the new one begins. History is left unchanged. You can also choose the policy when you add a person.

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Incomplete policy

A policy marked Incomplete configuration covers no absence type, or its pool states no allowance. People it covers can’t file the corresponding requests until you complete it.

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Archive or delete a policy

In the More actions menu, choose:
  • Archive — the policy disappears from the active list; history is kept. You can restore it later. Move the people it covers to another policy first.
  • Delete policy — only possible if the policy was never used. Otherwise, archive it.