For each time off type, you can specify which requirements the booking must meet before it can be submitted.
For example, you can prevent a user from booking more vacation time than is available to them. If the booking doesn’t meet the requirements, when the user attempts to submit it they will see an error and the booking will remain unsubmitted.
Unlike timesheet validation rules – which can be set to either block timesheet submission, or to serve just as a warning – booking validation rules, when triggered, always prevent submission of the booking.
Booking validation rules are only available to customers using the TimeOff Plus or TimeOff Enterprise products. The TimeAttend and TimeOff products include similar validations, but many of them are automatically applied.
Booking validations are assigned to time off types. Each rule applies only to the types it is added to. You can assign multiple validations to each time off type; all of the selected validations will be applied when a booking is submitted for that type.
In time off types, there are two ways of assigning validation rules. You can assign the rule:
Replicon offers multiple validation options by default, as outlined below. In addition to being available for selection within a time off type, the list of validations may also be available at Adminstration > Time Off > Time Off Booking Validation Rules.
If you are a TimeOff Enterprise customer, we can help you create custom validations to meet your business requirements. Please contact your Customer Success Manager for more information.
Limit amount of time off taken
Lets you limit annual sick time to a value you specify. For example, with this rule you could specify that employees can’t take more 48 sick hours in a year.
Employees assigned this rule can still accrue more than this set amount, they just won’t be able to book additional time off. Any remaining accrued amounts can be carried over to the next year.
Limit time off allowed in a rolling period
Allows you to specify the maximum duration and/or number of bookings allowed during a 'rolling' period, whose duration you define.
For example, using this rule, you could allow users to book off a maximum of 10 days per quarter.
‘Rolling’ means a new period of that duration starts when the preceding one ends. The first period begins when the policy takes effect.
Time off is subject to the laws of your jurisdiction; this sort of rule is useful in places like Norway that allow for limiting bookings in this manner.
Prevent balance overdraw
Prevents the user from submitting if they try to book more time off than they have available in their time off balance. For example, if a user only has 3 days available and tries to book 5 days off, they will be prevented from submitting.
When booking time off for the future, the user's available balance is calculated as of the time off date. When adding or editing a booking for past dates, the balance is calculated as of the current day.
When calculating the balance, future bookings are taken into account; unsubmitted and rejected bookings are ignored.
Prevent overdraw at the end of year
Prevents users from overdrawing their end of year balance for a time off type. This is useful in companies that allow employees to overdraw their current time off balance, but don't allow them to overdraw their yearly entitlement.
For example, imagine that this rule is applied to a user who accrues one day of vacation time each month. In July, the user has accrued 7 days off, and they're allowed to book 12 days off for their summer vacation. But, if they tried to book off 13 days, they’d be blocked from submitting that booking, since they’d exceed their year-end balance by 1 day.
Booking must be exactly 14 calendar days
Only allows submission if the booking is exactly 14 calendar days long
Error for booking more than scheduled hours
Prevents submission if the user tries to book more time off than they are scheduled to work, based on their assigned office schedule. For example, if the user is scheduled to work 7 hours and tries to book 8 hours off, they will be prevented.
If the user is not scheduled to work, either because there are no hours in his office schedule or the day is a holiday, a booking can’t be submitted for that day.
We recommend adding this validation for all time off types except the type used to create holiday bookings. If the validation is assigned to that time off type, bookings cannot be created on holidays.
Prevent 0 hour bookings
Prevents the user from being able to save a booking of 0 hours when creating a partial-day booking.
Restrict booking duration
Enforces a duration limit on bookings in hours – the booking must exactly match a duration specified, either in workdays or calendar days. Or, it may not exceed the maximum, or be lower than the minimum, that you specified.
Restrict booking duration in calendar days
Enforces a duration limit on bookings in calendar days – as with the hours-based rule above, the booking must exactly match a duration specified. Or, it may not exceed the maximum, or be lower than the minimum, that you specified.
Restrict booking duration in leave year
Enforces a duration limit on bookings in calendar days or workdays, across a year you define. There are two Validate options:
In both cases, the booking must exactly match a duration specified. Or, it may not exceed the maximum, or be lower than the minimum, that you specified.
The Leave Year Extends field allows you to extend the validation year by 5 or 10 days, to allow users more opportunity to make a valid booking, if needed.
This rule is useful in countries like Switzerland, Hungary, and Romania which enforce minimum consecutive time off (e.g. employees must take at least 2 consecutive weeks off each year)
Restrict booking by hours for the specified day
Limits the number of hours a user can book off on the specified date.
This rule is useful for time-restricted types of time off, such as voting time. For example, in New York state employers must allow employees up to 3 hours of paid time off for voting. In this case, you’d set the maximum duration to 3 hours on election day.
The Reason:Date:Hours field should take this format: Voting:YYYY/MM/DD:3
Booking must Start on Specific Day of Week
Requires annual leave bookings to start on a specific day of the week that you choose. It's useful in countries such as Argentina, where annual leave must start on a Monday.
Error for overlapping bookings
Prevents the user from submitting a booking that overlaps with an existing booking. An error is shown:
We recommend adding this validation for all time off types.
Prevent use during probationary period
Prevents users from taking time off for a specified probationary period, beginning from their first day of employment. Time off can still accrue during the probationary period. Employees can book future time off that falls after the probationary period.
For example, this rule would be useful in companies that allow sick time to accrue from an employee’s first day, but don’t allow employees to use sick time for the first 90 days.
Require advance notice for time off
Requires that the booking must be submitted X days, or more, from the first day of the time off it defines. Administrators define the value of X in the time off type for the booking; they can choose whether the number of days specified is work days or calendar days.
Require other time off balance to be used first
Requires the user to use all available time off for the time off type or types specified in the rule before they can book time off using the type this validation is assigned to.
For example, if the laws of your jurisdiction allow it, this rule can be used to prevent employees from using accumulated time off in lieu (TOIL) if vacation time off is available.
You can include multiple time off types for the rule to check, separated by a comma (e.g. Vacation, Flex Time). The rule will take into account the minimum increment available, so ensure these are set appropriately.
For example, I want to book off half a day of TOIL, but Vacation time must be used first. However, the minimum increment for Vacation time is full days. In this case, the TOIL booking can still be created since the Vacation time can't be used.
Require advance notice with dynamic threshold
Requires the user to give a length of notice that corresponds to the duration of the booking. For example, if you specify an advance notice threshold of 2 for a time off type:
This rule is designed to meet compliance requirements in the U.K., that specify annual leave time off should be booked with an advance notice of at least twice the duration of the booking itself.
Require custom fields
Requires that the user must complete any custom fields that appear on the booking. Custom fields are defined within the Additional Fields section when adding or editing a time off type.
Any validation you assign to a time off type is only checked when you submit a booking for that type. If the validation is not assigned to other time off types, you may not see the desired results when users create multiple bookings on a single day.
Consider this example:
If you allow users to book partial days off and are using either of the following validations, we recommend adding the validation to all of the user’s assigned time off types.
Validations are checked when a booking is submitted. Existing bookings won’t be affected unless someone edits and resubmits them. Then the booking will need to meet the assigned validations.
Many similar validations are available in the TimeAttend and TimeOff products. If you have either of these products, time off bookings are automatically validated to:
You can also prevent users from overdrawing their balance using the Maximum Overdraw option in the time off policy.