Getting Started with the Time Off Module in NextGen

Prerequisite

• Time off type
• Policies
• Earning code
• Advance workflow setup

For partners, we are synchronising the approved time-off requests from Bamboo; however, on the other hand, NextGen also offers a complete feature to submit time-off requests.

The Time Off module in NextGen enables your organisation to manage employee leave in a centralised and efficient way. The first step in this setup is, therefore, to create a time-off category, which acts as the container for one or more time-off policies, such as vacation, sick leave, or unpaid leave.

Create a Time Off Category

Accessing the Time Off Setup

Follow these steps to begin setting up your first Time-Off Category:

1. Login to your NextGen account
   Use your admin credentials to access the dashboard.
2. Navigate to Settings
   Navigate “Settings” option from the Dashboard
3. Scroll down to the Timeoff Setup section
   Locate the Timeoff Setup option from the list of settings.
4. Click on “Add Category”
   This will open the Time Off Category configuration screen.
   

Configure the Time Off Category

Once your account is set up, the next step is to define your organisation’s time-off rules through a dedicated policy.

1. Enter Category Details

• Category Name
  First, enter a descriptive name for the time-off category (e.g., Vacation, Sick Leave). Consequently, this is what employees will see when requesting time off.
• Category Code
  Provide a unique short code (e.g., VAC, SICK) to help identify the category in reports and, consequently, internal references.
  

2. Configure Category Options

• Time-off policies in this Category are paid policies
  Enable this checkbox; therefore, if time off under this category will be treated as paid leave.
• Make this Category name publicly visible on the calendar
  When checked, two additional options appear:
• ➤ Allow it to be seen by:
  • Everyone
    The category will be visible to all users on the calendar.
  • Only certain access levels
    Selecting this option reveals a dropdown containing user roles synced from your Bamboo account to NextGen.Choose the roles (e.g., HR, Manager) you want to grant visibility access to.

Use this setting to balance visibility with confidentiality based on user roles.

3. Workflow Selection

Select a predefined Advance workflow setup that will be used for time-off requests in this category, which defines who is going to be approving the time-off requests raised by employees.

• Learn how to setup Advance workflow for time-off approval
  

4. Time Tracking Option

Tracking Time
Companies typically record time by days or hours, following their policy.

5. Link an Earning Code

• Earning Code
  Associate a relevant earning code from your payroll system to track payouts and reporting correctly.
  • Learn how to create an earning code in NextGen.

6. Customize Icon and Color

• Icon and Color
  Select an icon (e.g., briefcase, calendar) and a color to visually represent this category across the platform and calendar views. Additionally, this choice will enhance user experience and facilitate easier navigation.
  

7. Save Your Category

Click Save to finalise and create your Time Off Category.

Once completed, you’re ready to move on to the next configuration.

Next step: Creating a Time Off Policy under this Category.

If you encounter any issues or need further assistance, feel free to contact support!