This feature is currently in Beta and visible for select UK customers at present.

Table of Contents

Before You Begin

Step 1: Setting Up Leave Types and Accruals to Suit Your Business Needs

Step 2: Assign Leave Types and Balances to Relevant Employees

Step 3: Manage Day to Day Leave from the New Leave Dashboard

Moving from Tracking Leave in Hours to Days

Setting up Standard Hours to support Leave Management

Frequently Asked Questions

Before You Begin

Please note, the features listed in this help article are exclusive to select UK customers, and will roll out to all accounts in the future.

This article deals with employee leave types, configuration, and the leave management dashboard. For help with leave requests and unavailability, check out the following articles:

How to Approve/Decline Leave Requests

How to Request Leave or Set Unavailability

Leave Management has been reworked to be more dynamic, yet simple and easy to use. Setting up your business to use leave and accrual more effectively can be done in three steps.

Setting up Leave Types and Accruals to Suit Your Business Needs

Setting Up and Adding Leave Types

If you have Leave types other than the standard default leave entitlements, you may add these in Deputy and apply these to employees. You can also edit existing leave types and their settings.

To do this, simply click the drop-down in the top right-hand corner and click 'Global Settings'.

Then select the 'Leave' tab and click 'Leave Rules'.

From here, you will see a list of your current leave types. Click 'New Leave Condition' to add a new one.

From here, you can edit the details of the leave type, including:

  • The name of leave type
  • The type of leave
  • Whether the leave type is paid or not
  • Whether the leave type should be visible to employees (i.e. when they apply for leave or see balances on the Deputy smartphone apps)
  • If the leave balances for this leave type should reset and if so, to what value (e.g. if you wanted to, you could use this option to reset leave balances at a regular period like the calendar year)
  • Whether you would like the leave type to track in 'Hours' or 'Days'. NB: You will need to make sure you choose carefully as employee leave balances will not be automatically converted or carried over if you switch between these options.

When you are done, click 'Save this Leave Condition'. We advise you refresh your browser after doing this to see the addition/changes across Deputy.

Setting Up Leave Accrual (Extension)

Leave accrual is handled in Deputy via a built-in extension, which is turned off by default. Extensions can be used to activate automatic leave balance deduction. This can apply for leave types that do not accrue, but which balances are still deducted as they are taken. To turn it on and to begin automatic leave accrual, head to the Locations tab and click 'Edit Settings' on the location you would like to set up Leave Accrual for.

Click 'Notifications and Integrations', select 'Extensions' as marked by the Deputy icon, then click 'Continue'.

Navigate down the list until you see 'Approved Timesheet/Leave Request > Accrue and Deduct Leave Balance'. Click 'Activate'.

Here you can configure Leave Accrual to your liking. You can edit which specific Leave Rule you would like to accrue/deduct. The following allows you to select whether you would like to accrue and deduct leave, or simply deduct leave only. Next, select the Leave Accrual Rate. The Leave Accrual Rate controls the speed with which leave accrues, for each hour of work approved on a timesheet for the employee. As an example, if your rate is set to 0.1, the employee will need to have 10 hours worked to accrue 1 hour of leave.  Finally, use the toggle to confirm whether leave should be accrued while on leave or not.  

When you are done, click 'Save'.

The steps above outline how to activate accrual extensions for each leave type that requires accrual and/or deduction of leave balances.

Once these extensions are activated, employee leave balances will update with any new approvals of leave timesheets (to deduct leave balances) and work timesheets (to add accrued leave to leave balances).

Extensions will run to update leave balances once overnight, every night. You can also manually trigger the leave balances to be updated. You can do this with the "Run" button in the extension, to update balances for work/ leave timesheets that were approved in the last hour, week, 2 weeks or month.

Assign Leave Types and Balances to Relevant Employees

Assigning Leave Types to Employees

Assigning leave types to employees allows them to use that particular leave type, and also sets the employee up to accrue/deduct leave balance automatically in Deputy.

Before You Begin 

Please note, employees need to have at least one pay rate amount set up in their profile for any leave entitlements to be activated for them. Hourly workers will need to have a value entered in their rate of pay for leave entitlements to work. Salary workers do not require their salaries be added to their account.

Assigning Leave Types to Employees (Individual)

To add a leave type to an employee, simply head to the People page, and click 'Edit' on the employee you would like to modify.

From here, head to the 'Pay Rates' tab, then scroll down until you get to the 'Leave Entitlements' section.

If there are multiple leave types with the same export code, a warning message will appear in red suggesting there may be duplicate leave types for this employee. If this occurs, please review the leave entitlements to check that they are all appropriate for the individual. 

For employees with a leave entitlement that is tracking in days, you must also specify a Standard Hours value for them - this is the number of hours payable per day of leave. For example, if you have an employee with a leave entitlement in days who typically works 10 hours of paid work per day, you can set up a “Standard Hours” for them in their profile. This will then ensure that for each new leave request they submit, a ‘day’ of leave will show as 10 hours payable.

Assigning Leave Types to Employees (Bulk)

To assign Leave Types to multiple employees, head to the People page and click the checkboxes next to the employees you would like to add a particular Leave Type to.

Now click 'Bulk Actions' at the top, and select 'Add Leave Type'.

In the box that appears, select the Leave Type you would like to apply to the employees from the dropdown list and click 'Save' when you are done.

By adding a leave type to an employee this way, they may then begin to accrue or deduct leave for the type that you have selected. If you need to set a specific balance for an employee, you may do so as shown here. 

You can update Standard Hours (number of hours payable per day of leave) for a number of employees at once, assuming they all have at least one leave entitlement that is tracking in days. You can do this using the People tab, Bulk Actions menu, where you will see an option to Set Standard Hours.

Editing Employee Leave Balances

Leave Balances allows you to maintain and monitor the amount of leave your employees have. This guide walks you through how to change the amount of leave the employee has in Deputy.

There are three ways to edit leave balance:

  • Leave Management Dashboard
  • Employee Profile (Individual)
  • Bulk Actions

Via Leave Management Dashboard

The Leave Management (BETA) dashboard allows you to manage and view leave in one central place. You can find this in the Reports tab.

To edit an employee's leave, first set a filter based on the leave type you would like to modify.

Scroll until you find the employee you would like to edit. Click 'Edit' next to their name.

You will notice that the value under 'Leave Balance' is now able to be edited. Type the new value in here, then click the tick icon when you're done, or click the cross icon to cancel any changes.

Please note that you can only edit employee leave balance if they have the leave entitlement enabled in their profile. To learn how to do this, click here.

Employee Profile

To edit an individual employee's leave balance, head to the People tab, then click 'View' on the employee you would like to modify.

Head to the 'Leave' tab, and click 'Edit Balances'.

From here, you can change the values, represented in days or hours, depending on how the leave type was configured. When you are done making changes, click 'Save'.

As noted above, you will need to assign leave entitlements to the employee before you can edit it. To learn how to do this, click here.

Bulk Actions (Multiple Employees)

You may need to edit a number of employee leave balance values in one go. To do this, head to the People tab and click the checkboxes for the employees you would like to edit.

Now click the 'Bulk Actions' dropdown list and select 'Set Leave Balance'.

In the box that appears, select the Leave Type you would like to edit, then enter the new value in the text box. Once you are satisfied with the changes, click 'Save'.

Note: This will only update for employees if they have been assigned that particular leave type. If a selected employee does not have this in their account, this will not edit or change any values for that employee.

Manage Day to Day Leave from the new Leave Dashboard

The Leave Management Dashboard (BETA) displays a snapshot of leave and allows you to action modifications to leave balance and accrual. 

To access the Leave Management Dashboard (BETA), head to the Reports tab, navigate to the 'Leave Management (BETA)' section and click 'View Full Report'.

Monitor Leave Remaining

You can see leave accruals in this dashboard. It is divided into 3 sections:

  • Leave Balance: The employee's current leave balance
  • Approved Leave: The total amount of leave as approved in the future. This applies only for future leave requests and not leave which has already been taken.
  • Leave Remaining: How much leave the employee has, minus their approved leave (Leave Balance minus Approved Leave)

You can filter to view leave remaining for employees with a certain leave type, and filter further by whether they are entitled to that leave entitlement, not entitled or both.

You can also click on the headers of the columns to sort highest to lowest and vice versa

Edit Employee Leave Balance

To edit an employee's leave, first set a filter based on the leave type you would like to modify.

Scroll until you find the employee you would like to edit. Click 'Edit' next to their name.

You will notice that the value under 'Leave Balance' is now able to be edited. Type the new value in here, then click the tick icon when you're done, or click the cross icon to cancel any changes.

View Leave Requests

Leave requests will appear in the report on the right side of the screen.

Clicking the employee name will open up their profile, however, clicking the leave date range will open up the request, allowing you approve or decline the request.

Moving from Tracking Leave in Hours to Days

In Deputy you can now track leave in either Hours or Days. 

While this is ultimately your decision, Deputy recommends tracking in Days for those employees who have a clear allocation of holiday entitlements for the leave calendar year (e.g. 28 days). Typically this may be salaried workers. For these employees it would be best to activate an extension that only deducts leave as it is taken.

For staff who work variable shift lengths, and there is less clarity on how much leave they will accrue through a calendar year, it may be best to keep them assigned to leave that is tracked in Hours. For these employees it would be best to activate an extension that accrues and deducts: increases their leave balance as they clock in more hours, and deducts leave balances with any leave taken.

If you have already started using leave in Deputy and you want to move from tracking in Hours to Days, there are some important steps you need to take, outlined below.

Please note: if you edit a leave type to switch from tracking in Days to Hours (or vice versa), Deputy will not carry over or convert any of the pre-existing employee leave balances you had in Hours. 

For example, if you've never used Days for this leave type before, and you switch it from tracking in Hours to Days, employee leave balances will start again from a fresh balance i.e. zero. So you'll need to make sure you carry over the balances manually. You can always switch back to "Hours" in which case the pre-existing balances (hours at the point in time before you switched to Days) will reappear. Please read further to understand more, and remember that our support team is always here to help!

Step 1: Have ready a record of up-to-date employee leave balances in Days

If you are moving from Hours to tracking in Days, you will need to have a list of the leave balances for your staff ready, in Days format, for the relevant employees.

Step 2: Edit the relevant leave type to switch to tracking leave in Days

You can either create a new leave type or edit an existing leave type to do this. Start by opening Leave Settings (via Global Settings or the Leave Management Dashboard). If you are editing an existing leave type, select edit next to the leave type you are editing.

Within the edit page, select Days from the "Track Leave in" drop down list.

Step 3: Ensure the right staff have the Days leave type assigned to their profile

Employees who have an existing leave entitlement will continue to have that leave entitlement unless you remove it from their employee profile. 

If you've created a new leave entitlement for tracking Holidays in Days, you may want to assign this leave entitlement to the relevant employees - either individually via their employee profiles (Edit Profile > scroll to the bottom of the Pay Rates section) or in bulk via the People Tab Bulk Actions.

Step 4: Update the leave balances for every individual with the Days leave type

If you have switched an existing leave type to start tracking leave in Days and not Hours, you will need to update their balances because Deputy will not carry over balances from Hours to Days. Use your list of Leave Balances from Step 1, to populate the leave balances.

For example, you may have had an employee who originally had a Leave Balance of 80 hours, once you switch the leave entitlements to Days, you will notice their leave balance will say '0' days. You will now need to add their balance in days manually. e.g. if this employee's standard day is 8 hours (1 day of leave means they would be paid 8 hours of entitlement), their Leave Balance to be entered would be 10, so '10' days.

As a reminder, you can update Leave Balances in three ways:

  • from the Leave tab in the individual's employee profile
  • edit balances using the Leave Management BETA dashboard (access via Reports tab)
  • set leave balances in bulk via People tab (for when you have a number of employees with the same leave balances to be entered)

What about activating leave accruals / deductions?

If you've just edited an existing leave type to track in a different unit of time, this will not affect the leave accrual extension you may have already set up. It will continue to accrue and / or deduct, depending on which option you've activated in the extension (you can edit these in the Locations Settings). 

If you've created a new leave type for example, to track holidays in Days, you will need to activate a new accrual extension for this new leave type. Follow the settings in the main help guidance on how to do this. 

Again, if you're using a Days leave type, we would recommend activating a Deduct Only leave extension and updating the balance for employees with the full allocation for leave the leave calendar year.

Setting up Standard Hours to support Leave Management

Standard Hours refers to the amount of hours that would be payable for a ‘Day’ of leave. We have recently introduced this feature for our Premium customers in the UK, to help manage leave balances that are tracking in Days.

For example, if you have an employee with Leave in Days who typically works 10 hour shifts, you can now set up a “Standard Hours” for them in their profile to ensure that for each ‘Day’ of leave they apply for, their leave request automatically shows 10 hours payable.

I’m new to leave management

If you have not yet set up leave management in Deputy, you should first check out our Leave Management BETA help page. This page will help you set up and manage leave for your business, whether that is in Days and/ or Hours. At present this feature is currently only available to our UK/EU customers.

As part of the set up, you can set up Standard Hours for each employee individually (in their employee profile) or do it in bulk (via the Bulk Actions menu in People tab).

How do I set up Standard Hours for an individual employee?

Open the Employee Profile of the employee you’d like to set standard hours for. Then select Edit Profile

Then select Pay Rates & Leave tab along the left pane, which will take you to this view:

Here you can use the Standard Hours section at the bottom of the Leave Entitlements section, to select how many hours are payable for a day of leave for the employee. This section will only appear if you have assigned the employee a Leave Entitlement that is tracking in Days. 

Remember, for leave entitlements to be assigned to an employee, you will need to allocate at least one pay rate amount for that employee.

How do I set up Standard Hours for a group of employees at once (bulk action)?

If the standard hours are the same for a group of employees you can use Bulk Actions to update all employees at once. Remember you will need to check that they have at least one pay rate assigned.

Select a number of employees, then use the Bulk Actions menu to select Set Standard Hours as below. You can also filter the employees before you select them, using the Filter menu.

Once you select to Set Standard Hours, you can enter a number of hours to save to their profiles. By saving, you will update the standard hours of the employees that you have selected who have a Leave Entitlement that is tracking in Days.

For customers who have already been using Leave in Days

How do I update employee Leave Balances so that they reflect their true Standard Hours?

If you have already been using Leave in Days without configuring the underlying standard hours of your employees in Deputy, you may have balances that are in decimal places like below. This occurs when you modify leave requests manually to reflect the true standard hours of your employee.

With the release of this new feature, you can configure the Standard Hours for your employees and therefore not need to modify leave requests as they will be pre-populated with the standard hours you configure for your employees.

If you would like to update your employees' leave balances, so that they reflect whole days, we have prepared a Report to help you do this. In the Reports tab, find the Report Builder widget, click on Build new report and then scroll down to see Approved Leave in 2019 template.

Once you select to load the report, you will see a summary report which you can select to edit. The report is pre-filtered to show you all the approved leave in 2019 as of the time you open it. It will also show you each leave request for each employee, and the hours you have approved for them.

You can export this report to help you workout the true amount of leave balances in days for each of your employees (for example, if Aaron was allocated 20 days for the year, and he’s had 2 days worth of leave approved up until yesterday, his true leave balance would be 18 days). 

If you need to, you can use the filter button to edit the date range of the report, depending on the timeframe you’d like to consider. 

Once you have the true leave balances in days based on your calculations, you can overwrite employees' Leave Balances in Deputy. You can overwrite their balances within the Leave tab of an employee’s profile, or via the Leave Management BETA report in the Reports tab. You can also import leave balances for a larger amount of employees by using the Import Leave Balance option in the People tab. You can use the sample CSV file available once you select this option, to guide how you might construct your CSV file. 

If you have any questions at all, reach out to the support team, we are happy to help!

Frequently Asked Questions

What is the difference between leave balance and leave remaining?

Leave balance is the total balance of leave that is left after leave has been taken. This would be the amount that is owed to the employee should they decide to end their employment tomorrow.

Leave remaining is the indicative balance of leave that is left allowing for leave that has been taken as well as future leave that has been requested and approved, but is yet to have been taken.

Who can see the Leave Management dashboard?

Only a location manager or above will be able to see the Leave Management dashboard.

Can my employees view their leave balances?

Employees are able to see their approved leave requests, and their leave balance. Note that their leave balance is only updated once a leave timesheet has been submitted (i.e. not the same as leave remaining in the report).

Can I create my own leave types?

Yes, custom leave types can be created in the global settings and activated in the notifications and integrations tab.

Why is a leave type that is entitled to an employee not showing for them when they try to request leave?

You need to toggle that leave type to "Visible to Employees" in the Leave Settings. See the second toggle listed in the image and see that it is currently set to OFF. Sliding this to be ON will enable two things:

  1. If it is an entitlement that the employee is assigned, the leave type will now appear for them to select when they apply for leave
  2. If it is an entitlement that the employee is assigned, and leave balances overall are toggled to be visible in Global Settings, the employee's leave balance for this leave type will now appear for them in their smartphone app

How do I delete a leave type from my business?

Step 1: You will need to make sure none of your staff has it as an entitlement in their profiles

To check this, you can go to your Leave Management Dashboard and filter for the leave type you are checking and filter for who is entitled to it.

You will need to remove the entitlement from each of these individuals' profiles (in an individual's profile select Edit Profile > Pay Rates you can add/remove leave entitlements there)

Step 2: In the Leave Settings you can use the red cross to delete the leave type

Open the Leave Settings (either via the Global Settings or the blue button in the Leave Management BETA dashboard).

The red cross will appear if there is no one who has that leave entitlement assigned to them.

Clock this button to remove the leave entitlement.

Can we set standard hours per day for employees?

You can now edit the standard hours per day for your employees on a Premium account in the UK. See instructions above.

Can I keep track of leave in hours?

Yes, you can track employee leave in hours or days (but note that these can not be converted from one to the other).

What is the leave accrual rate?

The Leave Accrual Rate controls the speed with which leave accrues, for each hour of work approved on a timesheet for the employee. As an example, if your rate is set to 0.1, the employee will need to have 10 hours approved to accrue 1 hour of leave (if the leave type is in hours).

Can I set up my leave to accrue per hour?

Yes, leave types can be set up to accrue and deduct, or just deduct.

How many leave accrual extensions can I create?

You can activate a leave accrual extension for each leave type you create.

How and when does the accrual extension update leave balances?

Once you've activated accrual extensions for each leave type that requires accrual and/or deduction of leave balances, employee leave balances will update with any new approvals of leave timesheets (to deduct leave balances) and work timesheets (to add accrued leave to leave balances).

Extensions will run to update leave balances once overnight, every night. You can also manually trigger the leave balances to be updated. You can do this with the "Run" button in the extension, to update balances for work/ leave timesheets that were approved in the last hour, week, 2 weeks or a month.

Can I keep track of leave in days?

Yes, you can track employee leave in hours or days (but note that these can not be converted from one to the other).

Can my employees request leave in hours and days?

Employees can request leave in days or hours. A day of leave will allow for the default standard hours per day in premium. Hours will allow the employee to custom select how many hours they are taking in a 24 hour period.

Will leave balances on mobile update after a leave request is approved?

For the moment, leave balances on mobile will only reflect leave allocations minus any leave that's already been taken, it won't reflect approved leave requests in future. We may look to change this in future.

Why don't leave balances show for my staff on their smartphone apps?

In the Leave Settings you can use the toggle in the bottom right hand side to switch it to on. This will allow the leave balances module to be visible to employees in their smartphone apps. Note you will need to then enable individual leave types to either be visible or not visible to employees - you can do this by editing individual leave types in the Leave Settings.

Can I export a Leave Management report?

At the moment, the Leave Management report is currently not able to be exported.

Can I set up a leave type to reset at the end of a year?

Yes, you can do this in Leave Settings, click Reset on Schedule dropdown, and select how you'd like it to reset.

I have an active Xero integration - how will Deputy’s Leave Management feature work for my business?

Leave Management with Deputy provides a great way to track and manage all of your team’s leave in the same, central dashboard.

With an active Xero integration, we strongly recommend that you don’t enable the leave balance sync (Import Leave Balance > Sync Leave Balance in the Notifications and Integrations tab), as this will affect the accuracy of balances that appear for your employees in their Deputy accounts.

You will still be able to export leave timesheets, and regular timesheets to Deputy as usual, and the leave balances will be updated in Xero as well as Deputy.

How can I find out the accrual rate I need to set for my employees’ leave entitlements?

Please refer to the HMRC website for the correct rate that you need to set for your leave type.

Why aren't the leave entitlements I have allocated appearing for my employee?

When you're setting up leave for your business, make sure you have set up pay rates for each employee (including a pay rate amount if they are not a salary worker) for any leave entitlements to be enabled for the employee.

To allow the leave type to be visible to the employee, make sure you have set the leave type to be "Visible" in the Leave Settings.

Currently, when employees are applying for leave, they should be able to see all leave types that are set as "Visible" in the Leave Settings (can access this via the Leave Management dashboard or via Global Settings). Note that this currently doesn't filter out for leave types that the employee is not entitled to.

Currently, when employees are viewing leave balance on mobile (will only be visible if enabled in Global Settings > Leave tab), they will be able to see leave balances for leave types that they are entitled to if those leave types are marked as "Visible" to employees in the Leave Settings, and if there is a balance entered for those leave types.

How can I provide feedback?

If there’s any features that you think may make Deputy better for you, click the ‘Feature Suggestions’ link. This will redirect you the the Deputy Aha page, where you can enter your suggestions or feedback. These are forwarded directed to the relevant Deputy team who can explore your suggestions further

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