How do I set up and edit leave types?

Key Points

• Leave types control how staff leave behaves across payroll, rostering, and reporting.

• Correct setup prevents payroll errors and visibility issues.

• Settings include:

  • Payable and exportable rules

  • Privacy and sensitivity

  • Export codes

  • Constraints for staff access

• Deleted leave types can be restored.

• Constraints ensure only the correct staff can access specific leave types.

Accessing Leave Type Management

You need the globe_leavemgmt Right to see Leave Type Management in the menu. If you can't see it, an administrator can add it, otherwise ask FlowLogic Support.

To manage leave types:

1. Go to the Finance and Payroll tab.

2. Select Leave Type Management.

This will display all leave types available in your system.

These represent the categories staff can request or that managers can submit on their behalf.

Understanding Leave Type Fields

Each leave type includes key configuration settings.

Leave Labels and Short Names

On the left-hand side, you will see:

• Label – the full leave name displayed throughout the system
  Examples:

  • Annual Leave

  • Sick Leave

  • Time in Lieu

  • Leave Without Pay

• Short Name – a compact version used in reports or summaries.

Behaviour Settings

In the middle of the screen, you will see three important options:

Payable

Indicates whether the leave is paid or unpaid.

Exportable

Determines if the leave should be included in payroll exports.

Sensitive

If enabled, the leave type will appear as “Leave” on the roster and other visible areas.
This protects staff privacy for sensitive categories.

Export Codes

Each leave type can include separate export codes for:

• Weekdays

• Saturdays

• Sundays

• Public holidays

These codes ensure that the correct payroll items are used on each day.

This is especially useful if your organisation uses different pay rates for different days.

Editing and Deleting Leave Types

On the right-hand side, the Actions button allows you to:

• Edit leave types

• Update export codes

• Adjust privacy settings

• Change payable or exportable rules

• Delete leave types

Restoring Deleted Leave Types

If a leave type is deleted:

1. Click Deleted Leave Types (top right).

2. View the deletion history.

3. Restore the leave type if required.

This provides a safety net and prevents permanent loss.

Adding a New Leave Type

To create a new leave type:

1. Click Add Leave Type.

2. Enter:

   • Leave name

   • Short name

3. Configure:

   • Payable

   • Exportable

   • Sensitive

4. Add export codes.

5. Assign constraints if available.

6. Click Save.

The leave type will then be available for staff.

Managing Leave Constraints

Constraints control who can see and request each leave type.

This ensures:

• Casual staff do not see full-time leave

• Contractors have limited leave options

• The correct leave types appear in the system

Accessing Constraints

1. Click Manage Constraints.

2. Review existing rules.

3. Expand a constraint to view its setup.

Example Constraint

A casual staff constraint may:

• Use the rule Cost Group

• Link to the Casual Staff cost group

• Allow only specific leave types

Cost groups are assigned to pay levels and are commonly used for leave eligibility.

Creating a New Constraint

Add New Constraint

Click Add New Constraint.

Name the Constraint

Example:

• Casual or Full-Time Staff Access

Select Rule Type

You can create constraints using:

• Cost category

• Rights

• User groups

• Constraint groups

• Cost groups

Most organisations use Cost Groups.

Select Matching Values

Choose the relevant group.

Example:

• Full-Time Employees
  
  

You can configure:

• Must match all values

• Must match any value

• Must match or must not match

Most commonly, you will choose User must match.

Assign Leave Types

Select which leave types the constraint applies to.

Example:

• Annual Leave

• Sick Leave

• Long Service Leave

• Time in Lieu

• Leave Without Pay

Exclude leave types not relevant to the group.

Save

The constraint applies immediately.

The main leave type screen will update.

Best Practice for Leave Setup

To maintain an organised system:

• Keep leave types simple and consistent.

• Use clear naming conventions.

• Review constraints regularly.

• Test leave access with different staff.

• Confirm payroll exports work correctly.

Why Leave Types Matter

Correct setup ensures:

• Payroll accuracy

• Privacy compliance

• Clear rostering

• Smooth leave approvals

• Reliable reporting

You now understand:

✔ How to manage leave types
✔ How payable and exportable settings work
✔ How sensitive leave protects privacy
✔ How export codes affect payroll
✔ How to restore deleted leave types
✔ How to create and manage constraints

Well-configured leave types help ensure your payroll, rostering, and leave processes remain accurate, secure, and efficient

Related articles

• How do I manage and approve leave requests?

• How do I manage shifts that conflict with approved leave?

• How do I export leave for payroll?

• How does leave accrual work?