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PTO Policies

PTO Policies (Settings > PTO Policies) let you define the rules for how technicians earn and use paid time off and sick time. Each policy controls accrual rates, waiting periods, carry-over limits, and caps. You can create multiple policies and assign them to different employee types.

This feature must be enabled for your company to appear in Settings.

Opening PTO Policies​

  1. Go to Settings.
  2. Find the PTO Policies section.

The page shows a list of all active policies with their type, accrual interval, and the number of employees assigned.

Policy List​

The list table shows:

ColumnDescription
NamePolicy name (click to edit)
TypeHourly, Salaried, or Per Pay Period
IntervalAccrual interval value
EmployeesNumber of employees currently assigned
ActionsEdit button (pencil icon)

Click any policy name or the edit button to open it for editing.

Creating a Policy​

  1. Click Add Policy.
  2. Optionally select a template to pre-fill the form.
  3. Fill in the fields (described below).
  4. Click Create Policy.

Templates​

When creating a new policy, you can start from one of three built-in templates:

TemplateBest for
Full-Time StandardFull-time employees with separate sick time and tenure-based accrual
Part-TimePart-time employees with reduced accrual rates and caps
ProbationaryNew hires with a 6-month waiting period and lower caps

Selecting a template pre-fills all fields. You can adjust any values before saving.

Policy Fields​

Basic Information​

FieldDescription
Policy NameRequired. A clear, descriptive name (e.g., "Standard Full-Time"). Max 200 characters.
Policy TypeHow hours are tracked: Hourly, Salaried, or Per Pay Period
Start DateThe date this policy takes effect (optional)

Accrual Settings​

FieldDescription
Accrual IntervalHow often hours are accrued (e.g., every 1 pay period)
Min Request (hrs)The minimum number of hours a technician can request at once (default: 0.5)
Hours/DayThe number of hours that count as one work day (default: 8) — affects "full day" calculations

PTO Settings​

FieldDescription
Waiting Period (days)Days from hire before a technician can use PTO (default: 90)
Max Carry (hrs)Maximum PTO hours that roll over at year-end (default: 40)
Cap (hrs)Maximum PTO hours a technician can accumulate (default: 160)
Require use before sickToggle: when on, technicians must use PTO before sick time

Sick Time Settings​

FieldDescription
Track separatelyToggle: when on, sick hours are tracked separately from PTO. When off, sick leave draws from the PTO balance.
Waiting (days)Days from hire before sick time can be used (only visible when tracking separately)
Max Carry (hrs)Maximum sick hours that roll over at year-end
Cap (hrs)Maximum sick hours a technician can accumulate

Accrual Tiers​

Tiers let you reward tenure with higher accrual rates. Each tier defines a range of months and the hours earned during that period.

ColumnDescription
From (mo)Start of the tenure range in months
To (mo)End of the tenure range in months
PTO (hrs)PTO hours accrued per interval during this range
Sick (hrs)Sick hours accrued per interval during this range

Example (Full-Time Standard template)​

FromToPTO hrsSick hrs
01242
133662
3799982

A technician in their first year accrues 4 PTO hours per interval. After 3 years, they accrue 8.

Managing tiers​

  • Click Add Tier to add a new row. It defaults to starting where the last tier ends.
  • Edit any cell directly in the table.
  • Click the trash icon to remove a tier.
  • Tiers must not overlap. The system validates before saving and shows an error if any ranges overlap.

Editing a Policy​

  1. Click the policy name or the edit (pencil) button.
  2. Make your changes.
  3. Click Update Policy.

All changes apply immediately to employees assigned to the policy.

Deleting a Policy​

warning

Deleting a policy is a soft-delete. Employees assigned to the deleted policy will need to be reassigned to a different policy.

  1. Open the policy drawer.
  2. Click Delete Policy (bottom-left of the footer).
  3. Confirm in the dialog.

The policy is removed from the list. Employees previously assigned will not lose their accrued balance, but you will need to assign them a new policy.

Permissions​

PTO Policies are managed within Settings. Administrator access is required.

PermissionDescription
Manage settingsView, create, edit, and delete PTO policies

Role access:

RoleAccess level
AdministratorFull access (view, create, edit, delete)
All other rolesNo access

Tips​

  • Start with a template — it is much faster than filling in every field from scratch, and templates cover the most common scenarios.
  • Use descriptive names — names like "Standard Full-Time" or "Seasonal Part-Time" make it easy to pick the right policy when onboarding staff.
  • Set a cap to prevent unlimited accrual — without a cap, balances can grow without limit, creating a large liability.
  • Test with a low waiting period — if you are setting up policies for the first time, use a 0-day waiting period temporarily while you verify accrual behavior.

Troubleshooting​

The PTO Policies section does not appear in Settings​

This feature must be enabled for your company. Contact your system administrator to enable the PTO Policies Settings feature.

"Tiers X and Y have overlapping duration ranges"​

Two tiers in your accrual table have overlapping month ranges. Fix the From/To values so each range is distinct and non-overlapping before saving.

Employees aren't accruing hours​

Check that:

  1. The employee is assigned to a policy.
  2. The employee has passed the waiting period.
  3. The policy has at least one accrual tier that covers the employee's tenure.