How Do I Limit Users' Leave Duration?

Managing a team is not an easy task, especially when vacation season comes around. With everyone trying to take leave, the Leave Duration Limit automation lets you set the shortest and longest leave a User can request during a specific time period, so you can plan tasks around the season without anyone monopolising the calendar.

What It Does

The Leave Duration Limit automation lets you set a minimum and a maximum length for each leave request during a specific time period. Each request is checked on its own, and a request that is shorter or longer than the limits is automatically rejected. This should allow you to plan out tasks for the team even when the vacation season comes.

Setting It Up

1. Go to the Vacation Tracker Dashboard: app.vacationtracker.io/signin.
2. On the left-hand side, click Workspace Settings → Add-ons.
3. Click the Leave Duration Limit card. If it shows Inactive, click Confirm in the Subscribe to an Add-on window first.
4. Click Create policy in the top-right corner.
5. Fill in the options (see field reference below).
6. Choose who this policy applies to (see scoping section below).
7. Once everything is set, you'll see a summary of the automation you created at the bottom. If you're happy with how everything looks, click Save.

Policy Fields

• Name: Enter the policy name.
• Period: Pick a start date and an end date for the time window the policy covers.
• Recur annually: Yes/No toggle. Choose if the policy will be applied in the following years as well.
• Minimum leave duration days (optional): Enter the shortest leave duration for this period (for example, we set 5 days to be the minimum, in order to ensure Users are taking at least one week at a time).
• Maximum leave duration days (optional): Enter the longest leave a User can request in a single request during this period.
• Auto-reject response: A message that Users will receive when their leave requests exceed the limit. This field is pre-filled with default copy ("Your leave request could not be approved as it does not comply with the defined leave duration policy. Please review the leave duration requirements and adjust your request accordingly. For further assistance, contact your administrator.") which you can edit.

Who the Policy Applies To

• Apply to all Users: If you select No, you'll be able to filter the Users in order to apply the automation to a specific department, location or label.
• Filter by: Choose which locations, departments and labels this applies to. You can select multiple options.
• Leave Types: Select the leave types this will be applied to. For example, you might want to limit Vacations, but allow Users to take Sick Days if necessary.

Reviewing & Editing the Policy

After you've created your first policy, you'll be able to review it by opening Workspace Settings → Add-ons → Leave Duration Limit. You can deactivate or delete the policy there, with an option to edit the details being available if you click on the policy name.