Assigning Leave Policies to Employees
Why Assign Policies?
A leave policy does nothing until it is assigned to employees. Assigning a policy gives the employee access to that type of time off and begins tracking their balance.
Assigning from the Policy
- Navigate to Settings > Leave Policies
- Click on a policy to open it
- Go to the Assignments tab
- Choose a distribution mode:
- All employees: Automatically assigns the policy to everyone, including future hires
- Specific employees: Choose individual employees to assign
- Click Save
Assigning from the Employee
- Go to Employees and select an employee
- Open the Time Off tab
- View their current policy assignments
- Add a new policy assignment
Auto-Enrollment
When you set a policy to All employees or enable Auto-enroll, new employees are automatically assigned the policy when they are added to CrewHR. This saves you from having to manually assign policies to every new hire.
Editing an Assignment
You can modify individual assignments to adjust:
- Start date: When the policy takes effect for this employee
- End date: When the policy expires (optional)
Changes take effect immediately but do not alter past transactions.
Removing an Assignment
To remove a policy from an employee:
- Go to the employee's Time Off tab or the policy's Assignments tab
- Find the assignment
- Click Remove or Delete
Removing an assignment does not delete the employee's historical transactions. Their past balance and usage records are preserved.
Viewing Balances After Assignment
Once assigned, the employee's balance begins based on the policy type:
- Balance-based: The initial grant is added
- Accrual-based: Time starts accruing from the assignment start date
- Tracked: No balance to track, but usage is recorded
Employees can see their assigned policies and balances in the employee portal.
Tips
- Assign policies during onboarding: Include leave policy assignment as part of your new employee setup
- Use auto-enroll for standard policies: If every employee gets vacation and sick time, set those policies to auto-enroll
- Check assignments periodically: Make sure no employees are missing policies they should have
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