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How to Manage Leave Settings

The Leave section lets you define leave types, configure payroll integration for leave, and manage leave balance tracking.

Getting There

  1. Click Settings (cog icon) in the left sidebar.
  2. Select Leave from the settings menu.

Leave Types

Leave types define the kinds of time off available to your employees (e.g. Annual Leave, Sick Leave, Personal Leave).

To add a leave type

  1. Click Add Leave.
  2. Enter the Title and choose the Leave Type.
  3. If applicable, enter a Payroll Code for export.
  4. Configure the toggles for visibility, comments, notice requirements, and file uploads.
  5. If your company uses the Awards engine, scroll down to the Automated Leave Allowances section to attach allowances (see below).
  6. Click Save.

The modal title updates dynamically as you type — for example, entering "Annual Leave" changes the title to Add Annual Leave.

To edit a leave type

  • Click the edit icon next to any leave type in the table.
  • Update the fields and click Save.
  • The modal title reflects the leave type name (e.g. Edit Annual Leave).

To search leave types

  • Use the Search bar above the table to filter by name.

Leave Type Settings

When adding or editing a leave type, the following options are available on a single scrollable form:

  • Title — the display name of the leave type.
  • Leave Type — the category (e.g. Annual, Sick, Personal). Title and Leave Type appear side by side.
  • Payroll Code — code used in payroll exports (visible when the Awards engine is off).
  • Add to standard hours — toggle on to count this leave towards standard hours.
  • Include in Weekly Overtime — toggle on to include leave hours in weekly overtime calculations (visible when the Awards engine is off).
  • Include in Leave Applications — toggle on so employees can select this leave type when submitting leave requests.
  • Require Comment — toggle on to make comments mandatory when requesting this leave type.
  • Require Minimum Notice — toggle on, then set the number of days notice required before leave starts.
  • Show Leave Balance to Employees — toggle on so employees can view their balance for this leave type.
  • Warn on Insufficient Balance — toggle on to show a warning when an employee requests more leave than their available balance. On by default. When turned off, employees can submit leave without seeing a balance warning. Visible when Use Leave Balances is enabled in company settings.
  • Prevent Applications with Insufficient Balance — toggle on to stop employees from submitting leave requests when they do not have enough balance. When enabled, employees who lack sufficient balance will see a message asking them to adjust their request. Managers and admins can still apply leave on behalf of employees regardless of balance.
  • Allow File Uploads — toggle on to let employees attach files (e.g. medical certificates).
  • File Upload Required — toggle on to make file attachments mandatory.

Automated Leave Allowances (Awards Engine)

If your company uses the Awards engine, an Automated Leave Allowances section appears at the bottom of the leave type form. This lets you automatically trigger allowances whenever this leave type is applied to an attendance record.

What it does

When an employee takes leave of this type, Timecloud automatically applies the configured allowances to their attendance for that day — no manual entry required.

To attach allowances to a leave type

  1. Open the leave type (click Add Leave or edit an existing one).
  2. Scroll down to the Automated Leave Allowances section.
  3. Click Add Allowance.
  4. In the Select Allowances dialog, browse or search for the allowance you need.
  5. Tick the checkbox next to each allowance you want to attach.
  6. Click Save.
  7. Click Save on the leave type form to apply your changes.

To remove an allowance from a leave type

  • In the Automated Leave Allowances section, click the delete icon next to the allowance you want to remove.
  • Click Save on the leave type form.

How it works

  • Allowances are applied during the next awards calculation run after leave is recorded.
  • Only allowances matching the employee's Award and Employment Type are triggered.
  • The allowance appears on the employee's attendance record alongside any shift-based or role-based allowances.

Payroll Integration

Include Job Tracking in Payroll Export

  • Toggle this on to include job costing data alongside leave entries in payroll exports.

Exclude Leave From Payroll

  • Toggle this on to exclude leave entries from your payroll export file.

Exclude Holidays From Payroll

  • Toggle this on to exclude public holiday entries from payroll exports.

Use Leave Balances

  • Toggle this on to track and enforce leave balances for each employee.
  • When enabled, employees can see their remaining balance when submitting leave requests.

Payroll Codes

If your company uses overtime levels (without the Awards engine):

  • OT1 Payroll Code — the code used for overtime level 1 in payroll exports.
  • OT2 Payroll Code — the code used for overtime level 2.
  • NT Payroll Code — the code used for normal time.

Payroll Provider for Leave Balances

This setting controls how Timecloud pulls leave balances for your employees. You can select one or more payroll providers, or use CSV import.

To configure leave balance providers

  1. Scroll to Payroll Provider for Leave Balances.
  2. Click the dropdown — it supports multiple selections.
  3. Select one or more payroll providers to sync balances from, or choose None (Use CSV Import) to manage balances manually via CSV upload.
  4. Click Save.

How multi-provider sync works

  • Syncing leave balances is a manual action — balances are not refreshed automatically when you open the Leave page. Click Update Balances on the Leave page whenever you want the latest figures.
  • When multiple providers are selected, Timecloud syncs leave balances from each one sequentially.
  • A progress notification appears at the bottom of the screen while the sync runs. You can continue working on the page — the notification disappears once all providers have been processed.
  • If the same employee has the same leave type mapped across multiple providers, the balance from the last provider in the list takes priority.
  • The dropdown shows the provider name when one is selected, or "X providers" when multiple are selected.
  • Selecting None (Use CSV Import) clears all provider selections — you cannot combine CSV import mode with provider sync.

Saving Your Changes

  • Click Save at the bottom of the page.

Tips

  • The leave type form is draggable — click and drag the header bar to reposition it on screen.
  • Set up leave types before onboarding employees so balances start tracking from day one.
  • Use payroll codes consistently across leave types and your payroll system to avoid export errors.
  • Regularly review leave balances, especially before peak holiday periods.
  • Attach allowances to leave types to automate payments like meal allowances or travel allowances on leave days — no manual adjustments needed.
  • Use Prevent Applications with Insufficient Balance on leave types like Annual Leave to ensure employees cannot over-apply beyond their entitlement.
  • Turn off Warn on Insufficient Balance for leave types where going negative is routine (e.g. Compassionate Leave) so employees are not interrupted by a balance warning.
  • If you have employees across multiple payroll entities (e.g. different branches or regions), select all relevant providers so each employee's balance is pulled from the correct source.