Skip to content

Work Policy Setup Guide

Overview

Work policies define the working days, schedules, and time parameters for your organization. This guide will walk you through setting up an annual work policy that specify working hours, days of the week, frequency patterns, and shift configurations for your employees.

What You'll Learn

  • How to set up annual work policies
  • How to configure working days and schedules
  • How to set frequency patterns for different days
  • How to define shift types and working hours
  • How to copy policies from previous years

Prerequisites

Before setting up work policies, ensure you have:

  • Administrator access to the LeaveHub system
  • Clear understanding of your organization's work schedule requirements
  • Knowledge of working patterns and shift requirements

Accessing Work Policy Management

Step 1: Navigate to Work Policy

  1. Log into your LeaveHub dashboard
  2. Click on the Work Policy section in the main navigation menu
  3. You'll see the Work Policy management page

Step 2: Select Working Year

  1. Use the Year Selector at the top of the page to choose the year for which you want to configure work policies
  2. The system will check if a policy already exists for the selected year
  3. If no policy exists, you'll see empty fields ready for configuration

Setting Up a New Work Policy

Step 1: Configure Year Period

Start of Year: Select the starting date for your work policy year

  • Click on the date picker to choose the start date
  • The selected date must be within the chosen policy year
  • This defines when your work policy becomes effective

End of Year: Automatically calculated based on start date

  • The system automatically sets this to 12 months from the start date
  • This field is disabled and cannot be manually edited
  • Shows the last day your policy will be active

Standard Daily Hours: Enter the number of working hours per day

  • Use numerical values (e.g., 8 for 8 hours, 7.5 for 7.5 hours)
  • Minimum value: 1 hour
  • Maximum value: 24 hours
  • This affects time tracking and calculations

Step 2: Configure Working Days Schedule

For each day of the week (Monday through Sunday), you can configure:

Frequency Selection : Choose when each day is a working day using the frequency dropdown:

  • All Weeks: Day is always a working day
  • First Week: Only working day in the first week of each month
  • Second Week: Only working day in the second week of each month
  • Third Week: Only working day in the third week of each month
  • Fourth Week: Only working day in the fourth week of each month
  • Fifth Week: Only working day in the fifth week of each month (when applicable)
  • Non-Working: Day is never a working day

Important Rules:

  • You can select multiple frequency options for a single day
  • If you select "All Weeks", you cannot select other frequency options
  • If you select "Non-Working", all other options are disabled
  • If you select specific weeks (First, Second, etc.), you cannot select "All Weeks" or "Non-Working"

Shift Configuration

  • Full Day: Standard full working day
  • Half Day: Reduced working hours for that day

Working Hours

  • Start Time: Set the beginning of the work day (e.g., 09:00)
  • End Time: Set the end of the work day (e.g., 18:00)
  • Use 24-hour format (HH:MM)
  • End time must be later than start time
  • For Non-Working days, times are automatically set to 00:00

Step 3: Validation and Error Handling

The system automatically validates your entries:

  • End time must be after start time: Ensures logical work schedules
  • Invalid time format: Times must be in HH:MM format
  • Year validation: Start date must be within the selected policy year

Common Error Messages

  • "End time must be greater than start time" - Adjust the time settings for the affected day
  • "Start date must be in the selected year" - Choose a start date within the policy year
  • Working hours must be between 1-24 hours

Step 4: Save Your Work Policy

  1. Review all settings for accuracy
  2. Ensure all required fields are completed
  3. Click the "Save" button to create/update the work policy
  4. The system will validate all entries and save the configuration
  5. Success message will confirm the policy has been saved

Copying from Previous Year

  1. Click the "Copy from Previous Year" button at the top of the page
  2. The system will automatically:
    • Copy the previous year's work policy configuration
    • Adjust the dates to the current selected year
    • Maintain all day configurations, frequencies, and time settings
  3. Review the copied settings and make any necessary adjustments
  4. Save the policy to confirm the changes

Note: This option is only available if a work policy exists for the previous year.

Managing Existing Work Policies

Updating Current Policy

  1. Select the year you want to modify using the Year Selector
  2. The form will load with existing policy data
  3. Make your changes to any fields
  4. Click "Save" to update the policy

Policy History

  • Each year maintains its own separate work policy
  • You can switch between years to view or modify different policies
  • Changes only affect the selected year's policy

Troubleshooting Common Issues

Problem 1: Save button doesn't work or shows errors

Solution:

  • Check all required fields are completed
  • Verify time formats are correct (HH:MM)
  • Ensure end times are after start times
  • Confirm start date is within the selected year

Problem 2: Error messages about time settings

Solution:

  • Use 24-hour format for all time entries
  • Ensure end time is later than start time for each day
  • Check that working hours per day matches your time settings

Problem 3: Cannot select desired frequency combinations

Solution:

  • Remember frequency selection rules (All Weeks blocks others, etc.)
  • Clear existing selections if you need to change the pattern
  • Use Non-Working for days that should never be worked

Understanding System Behavior

Automatic Calculations

  • End of year is automatically calculated from start date
  • Non-working days automatically set times to 00:00
  • System validates all time and date entries

Data Persistence

  • Each year's policy is stored separately
  • Changes only affect the currently selected year
  • Previous year data remains unchanged when copying

This guide covers the work policy setup functionality as implemented in the LeaveHub system. The interface focuses on annual policy configuration with emphasis on working day frequencies, shift patterns, and time management.