How do I Set a Probation Period automation?

The Probation Period automation allows Admins and Approvers to set a period during which newly hired employees cannot request leave — helping ensure new hires remain focused on onboarding and team integration.

Setting It Up

1. Log in to your Vacation Tracker account at app.vacationtracker.io/signin.
2. On the left-hand side, click Workspace Settings → Add-ons.
3. Click View on the Probation Period card under My Add-ons. If you haven't subscribed yet, switch to the Discover More Add-ons tab and select Probation Period there.
4. Click Create automation in the top-right corner.
5. Define your Probation Period Policy (see field reference below).
6. Apply the policy to specific groups (see scoping section below).
7. Click Create at the bottom of the form.

Define Your Probation Period Policy

• Probation Policy Name — Enter a name for your probation policy (e.g., "Onboarding Leave Restriction").
• Length (days) — Specify how long the probation period should last (in days; defaults to 30). This period will be calculated from each employee's start date.
• Auto-Reject Response — The automatic message employees will receive when their leave request is denied due to the probation period. The field is pre-filled with default copy ("Your leave application has been auto-rejected because you are in your early employment phase, a period when leave is not allowed. This policy helps new employees fully immerse and adapt to their new roles and team dynamics.") which you can edit.

Apply the Policy

• Apply to All Users? — Choose whether this policy should apply to all users or only specific Locations, Departments, or Labels. If you select No, additional filter options will appear.
• Locations — Select one or more Locations.
• Departments — Select one or more Departments.
• Labels — Select specific user labels (if applicable).
• Leave Types — Choose which leave types this policy will apply to (e.g., Paid Time Off, Sick Leave).

Multiple Policies & Reviewing

You can create multiple probation period policies for different employee groups or roles. To review or manage previously created Probation Period policies, go to Workspace Settings → Add-ons and click View on the Probation Period card.