Leave Types

Deleting a leave type

To delete a leave type, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists and its associated ‘Leave Types’.  Click on Delete button against leave type you want to delete

Step 3: To confirm deletion of leave type, click on ‘Yes’ on the confirmation pop-up, and the selected leave type will be deleted from the leave plan

If you are having trouble deleting a leave type, write to support@keka.com.

Editing a leave type setting

To edit a leave type, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists and its associated ‘Leave Types’.  Click on ‘Edit’ icon against leave type you want to update

Step 3: You will be guided through a 7-steps wizard to edit/update the selected leave type.

Find below the summary of these 7 steps:

1. Leave Quota: This is where you define the annual leave quota, number of leaves to be allocated in case employee joins in middle of the month, and threshold date after which no leave allocation happens.
2. Leave Accrual: Define the leave accrual policy for the leave type, i.e. if the employees can avail the total leave quota at a time, or there is a regular accrual policy by which the leaves gets allocated. In case you have selected regular accrual of leaves to happen, you can configure additional conditions, such as leave accrual variation for employees who are in probation and those completed probation.
3. Applying for Leave: Can this leave be availed as half-day leave?  Only manager can apply on employees behalf, or employees should be able to apply for leaves themselves as well? Is any prior notice required to apply for this leave? Do you require document proof when employee takes this leave?  Answers to these questions can be configured on this screen.
4. Leave Restrictions: Questions like, Is there any restriction on applying for this leave when an employee is in probation period? How many times can this leave be availed? etc. can be configured on this screen.  You can define all restrictions associated with this leave type.
5. Holidays & Weekoffs: Under this section, you can define what happens when a leave is taken along with weekoffs or holidays. Should they be considered as leave as well, or ignored.
6. Leave Approval: Configure if approval is required for this leave type, and if there exists any approval chain for this leave type in you organization.
7. Year End Processing: You can define what happens with the leave balances (remaining or negative) at the end of the leave calendar year.  Does it get carry forwarded, expires, or get paid out?

If you are having trouble with updating leave configuration, write to support@keka.com.

Setting up a leave type

IMPORTANT: Before setting up a leave type, the leave type needs to be assigned to a leave plan.

To set up a leave type, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists and its associated ‘Leave Types’.  Click on Setup button against leave type you want to configure

Related: How do I assign a leave type to a leave plan?

Step 3: You will be guided through a 7-steps wizard to configure the selected leave type.

Find below the summary of these 7 steps:

1. Leave Quota: This is where you define the annual leave quota, number of leaves to be allocated in case employee joins in middle of the month, and threshold date after which no leave allocation happens.
2. Leave Accrual: Define the leave accrual policy for the leave type, i.e. if the employees can avail the total leave quota at a time, or there is a regular accrual policy by which the leaves gets allocated. In case you have selected regular accrual of leaves to happen, you can configure additional conditions, such as leave accrual variation for employees who are in probation and those completed probation.
3. Applying for Leave: Can this leave be availed as half-day leave?  Only manager can apply on employees behalf, or employees should be able to apply for leaves themselves as well? Is any prior notice required to apply for this leave? Do you require document proof when employee takes this leave?  Answers to these questions can be configured on this screen.
4. Leave Restrictions: Questions like, Is there any restriction on applying for this leave when an employee is in probation period? How many times can this leave be availed? etc. can be configured on this screen.  You can define all restrictions associated with this leave type.
5. Holidays & Weekoffs: Under this section, you can define what happens when a leave is taken along with weekoffs or holidays. Should they be considered as leave as well, or ignored.
6. Leave Approval: Configure if approval is required for this leave type, and if there exists any approval chain for this leave type in you organization.
7. Year End Processing: You can define what happens with the leave balances (remaining or negative) at the end of the leave calendar year.  Does it get carry forwarded, expires, or get paid out?

If you are having trouble with leave configuration, write to support@keka.com.

Creating and assigning a new leave type to a Leave Plan

To create and assign a new leave type to a leave plan, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists

Step 3: Against each leave plan you can see ‘+ ADD LEAVE TYPE’ link.  Click on the link against the Leave plan under which you want to create and assign the new leave type. On next screen, click on the link ‘+ Add new leave type’.

Step 4: On the pop-up screen that appears, you can give name & description to the new leave type, and choose additional option you wish to define for this leave type.  Once done, click on ‘Save’ button to create the new leave type

Step 5: Once saved, click on the checkbox to select the new leave type you just created and assign it to the Leave plan.

If you are not able to create and assign a new leave type, write to support@keka.com.

Assigning a leave type to a Leave Plan

To assign leave type to a leave plan, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

Step 2: Under ‘Leave Plans’ tab, you can see list of all ‘Leave Plans’ that exists

Step 3: Against each leave plan you can see ‘+ ADD LEAVE TYPE’ link.  Click on the link against the Leave plan you wish to add leave types to. You will now be asked to ‘Add Leave Types’ to the selected Leave Plan.  Use checkboxes to select the leave types you want to assign to this leave plan and click on ‘Assign Leave Types’.

While you are on this screen, you can also choose to edit the Leave type (name, description, if applicable to specific gender etc.). Click on ‘Edit’ link beside the leave type you want to edit, and a new pop-up opens up to let you edit the information.

In case you are not able to assign Leave Type to a Leave Plan, write to support@keka.com.

When working with an organization, every employee is entitled for certain number of leaves per year.  These leaves are excluding holidays and weekly offs, and can be availed in accordance with the company rules and policies.  The most common leave types are Earned Leave, Sick Leave, Casual Leave, Maternity leave etc. Every leave type can be only exercised under some defined conditions.

In simple words, multiple Leave types are grouped together to form Leave plan of an organization.  Number of leave types and rules/criteria around them can vary from one leave plan to other.

Related: How do I add a new leave type in a leave plan?

Related: How do I assign an existing leave type to a leave plan?

If you are facing problem assigning leave types, or creating leave types, write to support@keka.com.