How to configure User Policy – Weekly Off, Holiday & Leave Configuration?

What is a User Policy?

The User Policy allows administrators or authorized users to configure weekly offs, holidays, and leaves for individuals, teams, or the entire organization. These settings help automate employee availability and absence tracking across the system.

Overview

• Displays a list of users along with the Leave Policy, Holiday Policy, and Weekly Off Policy assigned to each.
• Useful for quickly reviewing which user belongs to which policy.

Leave Type

Allows you to create and manage different types of leave,

Ex:

• Sick Leave
• Casual Leave
• Emergency Leave
• Work From Home etc..

Each leave type can have its own settings (carry forward, encashment, Lapse etc.).

Leave Policy

Used to create and assign leave policies for:

• Individual users
• Specific teams
• Entire organization

Leave policies are built by combining Leave Types with rules such as:

• Accruals - Leave that accumulates gradually as you work, based on a predetermined rate, rather than being granted all at once.
• Carry forward - Some organizations allow unused accrued leave to roll into the next year, while others enforce "use it or lose it" policies
• Negative balance - Occurs when an employee takes more leave than they’ve earned, resulting in a negative balance.
• Maximum limits -

Holiday Policy

• Define official organization holidays.
• Configure full-day or half-day holidays.
• Apply to all users, specific teams, or individuals.
• Holidays reflect in user calendars and attendance tracking.

Weekly Off Policy

Create and assign weekly off rules for:

• Individual users
• Teams
• All users

Supports options for:

• Every week, Even weeks, or Odd weeks

Updates take effect the next day after creation or changes.

How to configure Leave Policy?

What is a Leave Policy?

A Leave Policy defines how various types of leave (e.g., Sick Leave, Casual Leave, Emergency leave) are allocated and managed for users within the organization. It allows you to set specific rules for leave usage, accrual, carry forward, and more — for individuals, teams, or the entire company.

Key Features:

• Assign policies to individual users, teams, or all users.
• Attach multiple Leave Types to a single policy.
• Configure rules such as accrual, carry forward, encashment, and negative balance.
• Supports Manual Grant of additional leave by admin.

How to Create a Leave Policy?

1. Go to: Admin Settings > User Policy > Leave Policy
2. Click on “Create New”.
3. Enter Policy Details:

• Policy Name
• Select who it applies to: Individual User, Team, or All Users

4. Add Leave Types:

• Choose from available Leave Types (e.g., Sick Leave, Emergency Leave)
• Configure settings for each type (see below).

5. Save the Policy.
6. The policy will now be applied to the selected users.

What is Manual Grant?

1. Admins can manually assign extra leave to a user outside the automated accruals.
2. This is useful for special cases such as:

• Bonus leave
• One-time compensatory off
• Corrections or adjustments

3. Manual grants will reflect in the user's available leave balance immediately.

 Important Notes:

Changes to policies will be reflect After one day.

• Only one leave policy can be assigned to a user at a time.
• Leave types and balances are visible to users as per their assigned policy.
•  manual grants take immediate effect.

How to configure Weekly policy?

Weekly Off Configuration

The Weekly Off section enables you to define recurring days off for:

• Specific individuals
• Teams
• The entire organization

Key Features:

• Supports both Every Week, Even Weeks, or Odd Weeks.
• Can be tailored to user(s), team(s), or globally across the organization.
• Takes effect after one day from creation or updates.
• Automatically displays the weekly off starting next day.

How to Create a Weekly Off:

1. Navigate to:Admin Settings > User Policy > Weekly Off
2. Enter the unique weekly off policy Name.
3. Choose Weekly Off Day(s):

• Select one or more days (e.g., Saturday, Sunday)

4. Select Scope:

• Individual: Assign to a specific user.
• Team: Assign to a specific department or group.
• All Users: Apply to the entire organizations.

5. Save Configuration:

• Changes will be saved and take effect from the next day.

Important Notes:

Any creation or update to the Weekly Off settings will reflect one day later.

• Users will see the assigned weekly off on their dashboard/calendar after the update cycle.
• Multiple policies can be created for different groups if needed.
• Weekly policies can be cloned or reused.

How to configure Holiday Policy?

What is a Holiday Policy?

The Holiday Policy allows organizations to define official holidays that apply to users, teams, or the entire organization. These holidays are reflected in attendance, leave management, and scheduling systems.

You can configure holidays annually and apply them based on specific user groups or departments.

Key Features:

• Add holidays for the full organization or selected users/teams
• Changes take effect one day after creation or update
• Visible in users' calendars and attendance views

How to Create a Holiday:

1. Navigate to: Admin Settings > User Policy > Holiday Policy
2. Click on “Create New” button
3. Fill in the Details:

• Enter Unique Holiday Policy Name.
• Holiday Name (e.g., Independence Day)
• Date
• Applicable To: Individual, Team, or All Users.

4. Save the Holiday.

The holiday will now appear in relevant user's calendar and prevent regular work/attendance requirements on that day.

Updating or Deleting a Holiday:

• Navigate to the holiday list.
• Click on the holiday you want to modify.
• Choose Edit or Delete.

Changes will be applied after one day and reflected in the user interface.

Important Notes:

• You can add holidays in advance (e.g., for the entire year).
• Users can view holidays in their calendar but cannot delete or modify them.
• Holiday policies can be cloned or reused each year to save time.

How to apply Leave on Flowace?

Leave Management FAQ

Updated on: 19/08/2025