Set up a company on Leave Dates

When you create an account on Leave Dates, the first step is to set up your company. Company settings define how leave is calculated, displayed, and managed for all employees.

This guide is intended for company admins and HR managers who are setting up Leave Dates for the first time. By the end of this article, you will have configured the core company settings required to start managing employee leave.

In this article

• Create a company on Leave Dates
• Set Leave allowance units
• Set the first day of the week
• Set hours per working day
• Change visibility of leave accruals
• Create a company work schedule

Create a company on Leave Dates

To create your company:

1. Go to Settings > Company.

2. Under Company name, enter the name of your organization.

   

   You can change the company name at any time after the initial setup.

   This name is:

   • Used in emails sent to employees
   • Displayed on employee dashboards when they log in
3. Select Save changes.

Set leave allowance units

Leave allowance units determine how employee leave entitlements are measured. Depending on your organization’s needs, leave can be tracked in days or hours.

Days

• Leave allowances are calculated and displayed in days.
• Employees are not limited to full-day leave.
• Employees can request:
  • Half-day leave, or

  • Specific time intervals for a day

    
    

Example:

An employee with a 20-day annual entitlement can request one and a half days leave.

Hours

• Leave allowances are calculated and displayed in hours.

• Employees select the exact time range they will be on leave for each selected day.

  
  

Example:

An employee can request leave from 10:00 AM to 1:00 PM on a specific day.

Leave Dates uses the selected allowance unit to calculate and display each employee’s annual leave entitlement.

Set the first day of the week

The first day of the week controls:

• How weeks are displayed in My Year

• How weeks appear in the Wall Chart

  
  

By default, Leave Dates uses Monday as the first day of the week. You can change this to match your organization’s location or internal policy.

To change the first day of the week:

1. Go to Settings > Company.

2. Select a day from the First day of the week dropdown.

   

   3. Select Save changes.

Set hours per working day

The Hours per working day setting defines how many hours make up a standard working day in your organization.

This setting is used to:

• Convert leave between days and hours

• Recalculate leave accurately if you change the allowance unit later

  
  

Example:

If one working day equals 8 hours and you switch leave tracking from days to hours, Leave Dates automatically converts existing leave balances and requests.

Change visibility of leave accruals

Leave Dates automatically calculates accrued leave for each employee based on:

• Annual leave entitlement
• The leave request date
• The employee’s start date (if the leave year is aligned to employment start date)

You can control who sees accrued leave information when a leave request is submitted:

• Don’t show

  Accrued leave is hidden from everyone, including admins and approvers.

• Show to admins and approvers

  Only admins and approvers can view accrued leave details.

• Everyone

  Employees, admins, and approvers can all view accrued leave details.

  

Create a company work schedule

A work schedule defines:

• When employees are expected to start and finish work each day

• How leave is deducted

  
  

For leave tracking purposes, each working day is divided into two half-days (morning and afternoon). This allows Leave Dates to accurately track half-day and partial-day leave.

The company work schedule applies to all employees by default. You can override it for individual employees from their profile.

To create a work schedule,

1. Go to Settings > Company.
2. In the Work schedule section:
   • Set the morning session start and end times for each working day.
   • Use the Copy button next to a day’s session to apply the same times to other days.
   • Choose whether to copy the session to all working days or selected days, then select Copy to selected.

3. Set the afternoon session start and end times for each working day.
   • Use the Copy to feature to apply the same times across multiple days if applicable.
4. When finished, scroll down and select Save changes.