In this article, we will go through how to get started with Leaves and Attendance on Asanify
Step-1 : Setting up Holidays
Step-2 : Creating Leave Policy
Step-3 : Creating Attendance Policy
Step-4 : Add employee
Step-5 : Update the managers for your employees
Step-1 : Setting up Holidays
For your added work location while signing up Asanify automatically adds the default holidays for that work location.
If you want to view Holidays , Go to Leave dropdown in left navigation bar and click on Holidays
If you want to add more Holidays you can do it in 2 ways:
Upload all the Company holidays at once:
From the Dashboard.
Go to the People tab.
Click on Actions dropdown
Use the import data option.
Select the data type, in this case, company holidays
Import the data from your PC in the right format.
Download the template file for the right format. (Directory at Last)
Hit Upload and Continue when done with uploading the file
And the Company Holidays gets updated.
Directory of the Format of the Company Holidays file
STATE_ID | State ID from the dropdown |
NAME | Name of holiday |
DESCRIPTION | Optional - enter any specific description |
HOLIDAY_DATE | A specific date in dd-mm-yyyy format |
Note: | if a holiday stretches multiple days - please enter all days in separate lines |
2. Create a holiday state-wise:
From the Dashboard, click on the Leave dropdown
Go to the Holidays tab from the Leave dropdown
Click on the Create Holiday Option
Enter the Name, Description of the holiday(optional), Date of the holiday, and the State where the Holiday is held.
Hit Create to create a state-wise holiday successfully
Step-2 : Creating Leave Policy
Asanify provides some default leave policies which you can use
First of all we will understand the types of leave which are available in Asanify
1. Sick Leave/Medical Leave
Sick leave is also given by the company to allow employees to recover from an illness and take care of their health. These leaves are also crucial to allow employees to get the rest they need without worrying about losing pay. It’s important you also ask your employees to take the day off if they are sick.
Companies must also provide 15 days of sick leave in a year to their employees. However, employers must also be flexible with their sick leaves and allow employees to take longer ones if they have severe health issues.
2. Casual leaves
Casual leave is taken by an employee for:
travel.
Vacation.
Rest.
Family events.
Such leaves allow the employee to take time off for any life events they have, like traveling to another country or weddings they have to attend. Giving the employee paid casual leave will allow them to prioritize their private life when required. This also makes them feel appreciated in the company.
3. Public holiday
Public holidays are days that are given as leave by the government. Such holidays must also be observed by every institution— schools, banks, government offices, and even private companies.
Public holidays include:
Independence Day.
Memorial Day.
Labor Day.
Bank holidays.
Any nationally recognized day like the death of a prominent leader of the country.
Include these leaves within your leave policy by also looking into the holidays that the government has mandated for the country.
4. Religious holidays
The employee places importance on religious holidays that they celebrate and want a day off to spend time with their loved ones and celebrate the festival. Religious holidays include:
Christmas.
Eid, Easter.
Holi.
Yom Kippur, and so on.
You must accommodate these holidays they have by providing them with the option to take leave on the day of the festival.
5. Maternity leave
From taking care of the newborn to recovering from the delivery, maternity leave is an important time for mothers. Ensure you have accommodated this type of leave in your leave policy to help employees not worry about their work while they are busy with their newborn. Ideally, 14 weeks is a good amount of time to be given to the mother, allowing them to take care of their newborn for the first 3 months.
6. Paternity leave
Paternity leave is granted to:
fathers,
husbands or partners of a pregnant woman,
surrogate parent,
someone who adopted a child,
to take care of their newborns without any worry. Unlike maternity leaves, new fathers usually get 2 weeks of leave to take care of their child post-delivery.
7. Bereavement leave
Losing a loved one is an unavoidable circumstance, and in such events, employees take abrupt leave. As HR, you need to have a bereavement leave policy that provides the employee with the time to grieve their loss, deal with any responsibilities they may have due to the death, and permit them to ask for a bereavement leave without any issue.
8. Compensatory leave
Employees who have clocked in more hours than they were required to can be eligible for compensatory days off. Ensure that any employee who has put more time in or come to work on days off (like Saturday) is given a compensatory day off.
Compensatory time-off must be automatically recorded within your backend, and employees should be informed that they have an additional day of leave for the time they put in. More details about the comp-off policy are given here: How to create a comp-off policy?
9. Sabbatical leave
To say it, sabbatical leaves are “a break from work” where employees can pursue interests they have or take time off for physical and mental health reasons. Unlike other leaves, sabbaticals are long leave periods, from six months to a year. Sabbaticals are commonly taken by employees at educational institutions where professors might need to break from their teaching role to research their projects.
10. Unpaid Leave (or leave without pay)
If your employee has surpassed the number of leaves they were eligible for and is taking a leave that doesn’t fall under special leaves like maternity or bereavement leave, they can still leave with a compensation cut. Any leaves taken in the year outside of the paid leaves will result in a pay cut for the employee. Ensure that you’ve clarified the number of leaves the employee has and told them how much pay is cut per leave day they take outside their eligible leaves.
11. Unlimited leave policy
As we move towards a time where there is an increase in employers these days, there are chances that your workplace is likely to a flexible or ‘unlimited’ leave policy. The idea here is that the employees are free to take as much time off as they want, as long as you get the work done. It’s a focus on producing great results rather than just putting in the hours.
International companies like Netflix are differentiating themselves with an unlimited leave policy. Organizations like these are focusing on their employee’s self-motivation rather than supervision.
Now we will show how to create a leave policy:
From the Dashboard, click on the Leave dropdown
Go to the Policies tab from the Leave dropdown
Click on the + Create Policy button to start creating a new policy.
We start creating the policy by:
entering the Name of the policy.
A description explaining the policy on whom it applies and what it means.
Choose a Leave Type: Choosing a leave type is important because few leave points may have different customizable options.
Effective Date: The date from which the policy starts accumulating leaves in case of the absence of a waiting period.
Are the leaves Encashable: An optional feature, in case the leaves can be encashed into money.
In Is Accrual Fixed: we decide whether a fixed amount of leaves are added in every certain period of time.
Accrual Method: helps us decide at what point of the period the leaves get credited in the balances
Total per year: is the number of leaves allotted per year for the employee.
Accrual Period: This is the duration in which the leaves get added to the leave balance.
Is Accrual at beginning: Decides whether the accrual happens at the beginning or the end of the period
Is Accrual reset: Decides whether the accrual resets at the end of every year.
Waiting Period Unit: the period after which leaves are credited to a new employee
Max. carry days: Maximum number of leaves which can be carried to the next Accrual Period
Max. Balance Days: The maximum balance leaves which can be in the Balance at any point in time
Is DOJ considered: decides whether the DOJ is considered to give leaves on a pro-rata basis.
Apply before days: Gives the minimum number of days before which the leave request has to be applied.
Maximum Consecutive Leaves: The maximum number of consecutive days for which the leave can be applied
Is holiday excluded from leave count: If Yes, If any company holidays fall between leave apply days, they will be excluded from the leave count
Is weekend excluded from leave count: If Yes, If any weekends (as defined in attendance policy) fall between leave apply days, they will be excluded from the leave count
Are half Days allowed: If allowed, half days wouldn't be counted as leave.
Are Quarter Days Allowed: If allowed, quarter days wouldn't be counted as leave.
Negative Balance Allowed: If yes, the leave balance can be negative but will be compensated through the Leave Accrual.
This Leave cannot be applied together with: Depending on the leave types chosen, these leaves cannot be requested consecutively.
Check Thoroughly through the Summary, and use the go back option to edit any details
use the Create option to create the leave policy
Now the policy has been created and you can now assign employees to that policy
Step-3 : Creating Attendance Policy
Asanify provides some default attendance policy which you can use
Now we will see how to create an attendance policy :
From the Dashboard, click on the Attendance dropdown.
Go to the Policies tab from the Attendance dropdown.
Click on the + Create Policy button to start creating a new policy.
We fill in the Name and give the Description of the policy in the first step.
We set the shift start time, which marks the beginning of the shift.
The shift end time, which marks the end of the shift.
The number of break hours, which allows a certain duration as a break period throughout the date.
In the advanced options, we have:
Minimum hours for full-day: This defines the minimum number of hours, which needs to be completed to call it a full day.
Hours Worked Calculation Method:
If we choose First Clock In Last Clock Out, the difference between the first clock in and last clock out is counted as the number of hours worked on that specific date.
If we choose Every valid Clock In and Clock Out, the time period is calculated between every Clock In and Clock Out pair, and the total sum of these time periods results in the number of hours worked on that specific date.
Late Clock in time: Time after which that clock will be counted as invalid
Start day of the Week: the day which is considered as the first day of the week.
Do working days vary by week of month? : by switching this option to YES, custom weekly working days can be made.
Working Days: Used to describe the working days week-wise.
Check the summary of the policy.
Go back in case of any errors.
Hit the confirm option to confirm the policy.
Now the policy is created and you just have to assign employee's to that policy
Step-4 : Add employee
While creating/adding a new employee you can now select the leave and attendance policy that you created or you can use the default leaves and attendance policies which will then be assigned to that employee.
If you want to view your employee's, Go to People tab
You may add employee's using 2 ways:
Add a single employee:
Go to the Dashboard.
Choose the Add Employee option on the right side of your screen.
Choose the type: Add a single employee.
Enter the appropriate details divided and hit Submit.
You can check for the new employee in the People tab.
2. Add multiple employee's (Import employee core data)
Go to the People tab
Use the Import Data option
Select the Import data type
In this case, select Employee Core from the drop-down.
If you do not have the template, you can download the template and upload the Employee Information basis on the template file.
Drag and drop the file or select the file from your device
After uploading the file, click on Upload and Continue
If any, the error in the file will be shown
If no errors are found, the employee details have been added to the directory,
You can either add more files or go back to the People tab
Below is the Directory for the employee core data format
Column | Details |
EMPLOYEE_ID | Employee ID as per joining records |
FIRST_NAME | First Name |
MIDDLE_NAME | Middle Name |
LAST_NAME | Last Name |
GENDER | Male / Female / Other |
DATE_OF_BIRTH | Date of Birth (age) required for tax calculations in YYYY-MM-DD format |
DATE_OF_JOINING | Date of joining required for calculating current financial year total gross salary in YYYY-MM-DD format |
WORK_EMAIL | Work email required for sending payslip |
PERSONAL_EMAIL | Personal email required for sending Full and Final (FnF) and other communication in future and alumni connect. |
PERSONAL_ADDRESS_STATE_ID | Please enter only from the drop-down as per the State IDs sheet |
PERSONAL_ADDRESS_CITY | Please enter only from the drop-down as per the City sheet |
PERSONAL_ADDRESS_XXX | Personal address required for various communication |
WORK_ADDRESS_NAME | Work Address State required for professional tax calculations (please enter the name as per company work locations |
EMERGENCY_CONTACT_NAME | For emergency purposes |
EMERGENCY_CONTACT_NUMBER | For emergency purposes |
FATHER_NAME | Various statutory compliances |
MOTHER_NAME | Various statutory compliances |
SPOUSE_NAME | Various statutory compliances |
PAN | Various statutory compliances |
HAS_PF | TRUE or FALSE for employees opting for statutory compliance. Should be TRUE for Basic <= Rs. 15,000 |
PF_NUMBER | Required to pay PF. Can skip for now. |
UAN | Required to pay PF. Can skip for now. |
HAS_ESI | TRUE or FALSE for employees opting for statutory compliance. Should be TRUE for Basic <= Rs. 15,000 |
ESI_NUMBER | Required to pay ESI. Can skip for now. |
HAS_LWF | TRUE or FALSE for employees opting for statutory compliance. TBD |
LWF_NUMBER | Required to pay LWF. Can skip for now. |
AADHAR_NUMBER | Various statutory compliances. Can skip for now |
HAS_PT | Expected to be TRUE as it's mandatory |
PT_NUMBER | Required to pay PT. Can skip for now. |
MOBILE_NUMBER | For communication/log in through OTP. Can skip for now |
PAYMENT_MODE | Cash/ Cheque/ Bank transfer |
BANK_NAME | Details required for salary payment |
BRANCH_NAME | Name of branch: required for salary payment |
ACCOUNT_NUMBER | Details required for salary payment |
IFSC_CODE | Details required for salary payment |
ACCOUNT_TYPE | Details required for salary payment |
DEPARTMENT | Department (if not already present in Company->Departments, will get created) |
DESIGNATION | Designation (if not already present in Company->Designations, will get created) |
Step-5 : Update the managers for your employees
You have to update/add the managers for your employees so that whenever your employee's apply for a leave then their leave request will be send to that manager.
Go to People tab
Click on the Actions dropdown and Go to Bulk Update
Click on the Select fields to update dropdown and select Manager and click on submit button
In the Select Manager dropdown select a manager and click on Select Employees button
Select your employees and click on update button
Now you can manage your employee's leave and attendance easily and your employee's can apply for leave for the policy they are assigned