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

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:

  • Name of leave type
  • Type of leave
  • Whether the leave is paid or not
  • Whether the leave is visible for employees
  • When the Leave Accrual resets
  • Whether you would like the leave type to show up as 'Hours' or 'Days'.

When you are done, click 'Save this Leave Condition'.

We advise you refresh your browser after doing this to see the addition/changes.

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 approved 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 pay rates set up in their account before you can assign leave types to 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. 

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. 

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.

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.

Can we set standard hours per day for employees?

You won't be able to edit the standard hours per day for your employees on a Premium account. You can reach out to the support team to find out how we may be able to help you customise this for your business.

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.

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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