The Time Off Types option in the Configuration menu allows HR managers to create and manage various leave types, customizing approval criteria, durations (full day, half day, or hours), and notification preferences. The Display Name, Allocation Approval, and Work Entry Type are shown in the platform's list view.
Time-Off Analysis by Type
For instance, managers can set a leave type to require approval by both the employee’s manager and a Time Off Officer. Additional settings include attaching supporting documents, defining accrual plans, and configuring negative balance allowances. So, just click on the ‘New’ button to create a new Time Off Type according to the requirement.
Firstly, administrators can define unique leave types, including vacation, sick leave, and compensatory days. Then, the Approval processes can be configured as: No Validation, By Time-Off Officer, By Employee’s Approver, and both By Employee’s Approver and Time Off Officer.
The ‘ALLOCATION REQUESTS’ tab has the ‘Requires Allocation’ field. Selecting "Yes" signifies that requests for time off must be accompanied by appropriate allocations. Requests for time off may be marked as "No Limit" if they can be approved without previous allocation. If you select the Yes option, ‘Employee Requests’ will show up as a new field. The user can request a personal allotment by choosing the Extra Days Requests Allowed option. The Not Allowed option does not allow the user to seek an allocation.
Within the ‘Notified Time Off Officer,’ the time off officer who will get the alert to approve time off or allocation is selected. No one will be notified if it is unoccupied. In the ‘Take Time Off in’ section, you may choose whether to take a full day, half day, or hours off.
You can allow supporting resources to be attached by activating the relevant field. Either worked time or absence time may be entered in the designated field for time off. The distinction between working hours and absence will be used to compute the accrual plan rate.
In the ‘CONFIGURATION’ section of the form, you can activate the ‘Deduct Extra Hours’ feature to determine if an employee's additional hours will affect their time off balance for a specific type of work. Then the ‘Public holiday included’ option can be used to allow public holidays to be included in the employee's time off allocation if they fall within the requested time off period. Finally, the Time Off module controls the visibility of a specific time off type on the employee's dashboard by activating the ‘Show on dashboard’ option. The name of the company will appear immediately in the relevant area.
User requests may exceed the number of days allowed when ‘Allow Negative Cap’ is set, leaving a negative balance. Next, enter the maximum number of negative days that can be taken for this kind of leave in the amount in the Negative field; the amount must be at least one.
In order to generate timesheets for this type of time off request verification, include the Project and Timesheet. Set the cover image and color for the display. Once the necessary information has been entered, the new Time Off type will be prepared.
Accrual Plans
Accrual Plans, also accessible from the Configuration menu, automate the allocation of additional leave based on specific milestones, such as working hours or predefined durations. Regular and accrual leave allocations are used by employees, with regular allocations granting a set amount of leave.
Accrual leaves are granted based on specific criteria. The goal is to establish a guideline for automated leave distribution. Users can access a list of configured accrual plans, including Plan Names, Levels, and Employees.
You can also create a new plan by clicking the New icon. The ‘Name’ option allows you to give the accrual plan a name. Next, bring up the ‘Carry Over Time’ and ‘Accrued Gain Time.’When the "Based on Worked Time" option is selected, working days, rather than calendar days will be used to compute the accrual period.
Administrators can now set custom leave accrual milestones, carry-over rules for unused leave, and other custom parameters. The accrual plan rules can be modified by clicking on the ‘New Milestone’ button, which will display a new pop-up as shown below.
In the Employee Accrue box, note how many hours or days will be added to the total amount of time off for each period. They introduced a new field named Source for when the Employee accrue is set to hourly. The employee calendar and vacation time will be used to calculate the amount of work hours if the source is set to Calendar. Otherwise, attendance records will be used to determine the number of hours worked.
The Start Accruing date designated as the allocation start date marks the beginning of the accumulation. In the Milestone Cap box, you may choose how many days, months, or years accrual is applied after. Then select the ‘Carry Over’ option. Lastly, by checking the Carry Over Validity box and adjusting the validity days, you may choose a window of time during which the time carried over is usable. Then, Click Save & Close once you've entered the relevant details. So, these Accrual plans can be utilized for future requirements.
Public Holidays
Public holidays can also be managed from the module’s Configuration menu for company-wide visibility. The ‘Public Holidays’ page allows users to view public holiday records and set new ones. It provides information on the holiday, company, start and end dates, working hours, and work entry type.
Users can also create a similar type by selecting the ‘New’ icon. This will open a new editing field where you can edit the Holiday Name, Start and End Dates, Working Hours, and other relevant details as illustrated in the screenshot below.
This approach allows you to list all of the public holidays that are available for a year, as well as to refund or cancel any that come on the same day. After adding the details, save the data using the ‘Save’ button.
Mandatory Days
The ‘Mandatory Days’ in the Odoo Time-Off Module highlight critical workdays where employee attendance is required, ensuring clear communication of expectations. These days can be configured from the Configuration menu.
This dashboard also provides the details of all the preconfigured Mandatory Days, Start and End Dates. Using the "New" button, you can rapidly create a new day and edit the required details in the corresponding fields. Lastly, as seen in the example below, you can highlight or indicate the significance of the Mandatory Day by selecting a color from the dropdown selections in the Color area.
The Odoo 18 Time Off module integrates all aspects of leave management into a streamlined platform, simplifying allocation, request approval, and reporting processes for both employees and HR managers.