Leave Policy configuration and Leave updation to Employee

Overview

Attendance management in Staffinggo also includes Leave Management, which allows organizations to configure leave policies and manage employee leave balances.

As per the leave policy, leave details need to be configured along with carry-forward options for each leave year.

This guide explains the steps to configure the leave policy, create leave templates, and map them to employees.

Steps to Configure Leave Policy & Template and Map to Employees

Step 1: Leave Type/Category Configuration

1. Navigate to Settings List → Staffing Master → Leave Type.
   

2. Create each leave category as per the organization’s leave policy.
   Examples include:

   • Casual Leave (CL)

   • Privilege Leave (PL)

   • Sick Leave (SL)

   • Maternity Leave

   • Paternity Leave

Note: Each option in the leave type plays a specific role in the leave credit system. Review all available options carefully and enable only if required.

Step 2: Create Leave Templates

1. Navigate to Settings List → Staffing Template → Leave.

2. 

3. Create a new leave template and provide a title (e.g., client-specific or location-specific).

4. Add the applicable leave types and define details using the “+” symbol.
   

5. Edit each leave type to update:

   • Carry-forward limits

   • Number of leaves per year

   • Leave year duration

   • Eligibility criteria (based on Date of Joining, if applicable)

6. 

7. Click Save once the template is configured.

Step 3: Map Leave Templates to Billing Options

1. Navigate to Settings List → Staffing Master → Billing Option.
   

2. Select the specific billing option.

3. Map the created leave template under the Leave Template dropdown.

4. Click Save.

This ensures that the leave template is auto-allocated for new joiners mapped under the selected client contract.

Step 4: Leave Template Mapping to Employees

1. At the beginning of each leave year, update employee leave balances including carry-forward leaves and new balances.

2. To update in bulk:

   • Navigate to Employee Module → Import Option.
     

   • Select Employee Leave Details Import.
     

   • Download the Excel import sheet.
     

   • Here you will be having instructions sheet which will contain all the details which you are mandatory and what format should the details be filled and so on
   • There will also be an Leave Details Update sheet in which the user can update the Leave Related Details as briefed below:
     • Employee No: Here the user can add the Employee No.
     • Leave year: Here the user can add the year in which the Leaves should be credited
     • Leave Template: Here the user can map the Leave Template which is applicable for the relevant consultant
     • Leave Balance Credited Till: Here the user can enter till which month the Leave Balance has to be Credited Till which month.
     • Casual_Leave_Open_Balance : Here the user has to enter the current opening balance for the employee and the user should also rename this header into their relevant leave type which they are trying to upload for the user, Eg: If the user is going to credit the Privilege Leave then they can rename this header as Privilege_Leave_Open_Balance
     • Casual_Leave_New_Balance: Here the user has to enter the New Balance which should be appear in the staffinggo portal and the user should also rename this header into their relevant leave type which they are trying to upload for the user, Eg: If the user is going to credit the Privilege Leave then they can rename this header as Privilege_Leave_New_Balance
     • Casual_Leave_Used: Here the user has to enter the leave which have been used by the consultant and the user should also rename this header into their relevant leave type which they are trying to upload for the user, Eg: If the user is going to credit the Privilege Leave then they can rename this header as Privilege_Leave_Used.
     • Delete All Leave for Year: Here the user can add Yes/No. Yes would mean that all the existing Leaves which are present in the system will get deleted. No would mean that the leaves will be not be deleted from the system.
     • Once all the details have been entered then click on save and then go back to the Consultant Leave Detail Import section
     • Here Click on Select File and upload the Latest Update Template.
       
       

   • Import the file back into the system, select the file and Click on Import.

   • Then you can click on Validate and Validate if the leaves that are displaying are correct

   • If everything is fine click on Import again to successfully import the details.

3. Imported leave details will reflect in HRMS, and credits will be processed as per configuration.

Step 5: Leave Balance Report

1. Navigate to Reports → Attendance Report.

2. Open the Employee Leave Balance Report to review updated balances.

✅ You have now successfully configured and mapped Leave Policies & Templates in Staffinggo.