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Create time off types

Note
We’re currently updating the time off type creation experience, making it easier to manage time off. We’re moving some time off settings under time off policies (former accrual policies). If you can’t find the setting you’re looking for in this article, check here instead.

To effectively manage your employees’ time off, you need to create different time off types in Personio. You can create two types of time off:

  • Standard time off, during which employees are not expected to work. For example: paid leave, sick days, or special leave.
  • Productive time off, during which employees must work. For example: work from home, business trip, or training.

This article offers an overview of the creation process, explaining each of the available settings in detail. You can then set up an approval process for your time off, and decide how they display in the time off Calendar.

Before you start

To create new time off types, you need edit rights to Account Configuration > Time off.

Create a new time off type

To set up an time off type, follow these steps:

  1. Go to Settings > Time off.
  2. Add a new time off.
  3. Fill out the settings, described in detail below.
  4. Create the time off.
  5. Add at least one time off policy.

Time off settings

Settings Description and notes
Name Use a descriptive and unique name. Your employees see this name when requesting the time off.
Custom ID A unique custom ID helps you identify the time off more easily in your reports. Not visible to your employees.
Calendar color Employees with necessary access rights see this color in their time off tab and in the time off Calendar.
Category Choose the correct category for the time off type, as this impacts different functionalities across Personio.
Time unit Select between daily or hourly time off. Once you create the time off, you can’t change this setting.
Consider time tracked during time off of this type as overtime?

We recommend enabling this option for all your standard time off. For example: paid vacation and sick leave. When enabled:

  • Any working time the employee tracks during these time off counts as overtime.
  • Approved time off display as time off in the Attendance tab.
    Employees don't receive automatic deficit hours when they don't track time during these time off.
  • Employees on an hourly wage get their normal pay for the hours they’re absent.

Disable this option for productive time off, such as work from home or training.

Assign the new time off type to your employees

After creating the new time off type, follow these steps to make sure they can see and request it:

  1. Go to Settings > People > Employee Roles.
  2. Under the All employees role, click Access rights.
  3. Scroll down and click Time off.
  4. Locate the new time off type you just created, and tick Own under Propose.
  5. Review the changes and save.
  6. Add at least one time off policy.

Next steps

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