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Create policy sheet with a choice between unlimited and limited time off. Create policy sheet with a choice between unlimited and limited time off. Create policies on Time → Time Off to choose who gets time off, how they earn it and whether requests need approval.

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Before you begin

Company Admins and HR Admins set up policies once payroll is set up and your company has finished onboarding.
Every turns on time off company by company. If you don’t see it, email support@every.io to ask about it.

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Create a policy

1

Open the policy form

On Time Off, select Add new → Policy.
2

Name the policy

Enter the Policy name. A Policy description is optional.
3

Choose who the policy covers

In Applies to, choose who the policy covers.
4

Choose the policy type

Choose a Policy type.
5

Choose whether to publish

Turn on Publish to make the policy available to employees, or leave it off to save a draft.
6

Choose unlimited or limited

Choose Unlimited policy or Limited policy.
7

Choose when balances reset

For a limited policy, choose its Balance reset period: January 1st each year (Calendar Year), Custom Date or No reset, continuous accrual. For a custom date, enter Reset Every Year On.
8

Choose paid or unpaid

Choose Paid time off or Unpaid time off.
9

Allow a negative balance

Optional: for a limited policy, turn on Allow negative balance if employees can request more time than their available balance.
10

Review eligibility

Select the arrow button beside Eligible for time off to open the eligibility list. Remove anyone who shouldn’t receive the policy.
11

Set the accrual method

For a limited policy, choose how employees earn time off:Hourly accrual choices distinguish hours worked from paid hours, with or without overtime. Enter Maximum balance and Maximum carryover if the policy needs limits. Annual methods use days for these limits; per-hour methods use hours.For Fixed amount per year, given up front, select Contact us before publishing to ask Support for custom starting balances.
12

Add tenure tiers

Optional: for a limited policy, select Add tier to use different accrual rules as employees reach service milestones. Enter Minimum months at company, then the tier’s and balance limits. A milestone must be at least 1 month.
13

Choose whether requests need approval

Turn Should PTO requests require manager approval? on or off.
14

Choose whether employees can request half days

Turn Should employees be able to request half days? on or off.
15

Choose whether to pay out unused balance

For a limited policy, turn Pay out unused balance on or off.
16

Set a waiting period

Optional: turn on Waiting period for new employees and enter a positive whole number of days. New employees can’t request time off that starts before that period ends, and accrual waits until the period ends too.
17

Create the policy

Select Create policy.
Create policy sheet with policy name, audience, type, Publish and unlimited or limited choices. Create policy sheet with policy name, audience, type, Publish and unlimited or limited choices.

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What happens next

The policy appears on Policies as a draft when unpublished, or as active when published. Employees can request time off under their active policy from My profile (see Request time off). If Applies to says “No audience is available for this policy type. Choose a different policy type.”, choose a different policy type. If the form reports that a policy for the selected audience already exists, choose a different audience or policy type.

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Edit a policy

  1. On Time Off → Policies, select the policy’s row.
  2. In Edit policy, update the settings and select Save changes.
The policy type stays fixed after creation. Applies to can change while the policy is a draft; changing it resets the eligibility list, including individual removals. Review that list again before saving. In Edit policy, Waiting period for new employees is locked for an active policy. To publish a draft, turn on Publish in Edit policy, then select Save changes. A published policy has no Publish switch. To stop its new requests, archive it.

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Remove someone from a policy

Removing someone from an active policy stops their accrual, forfeits a positive remaining balance and cancels their pending requests. Approved time off stays scheduled. Check the person’s balance on their profile’s Time off tab before you remove them.
1

Open the policy

On Time Off → Policies, select the policy’s row.
2

Open the eligibility list

Select the arrow button beside Eligible for time off to open the eligibility list.
3

Choose the person to remove

In Eligible people, select the trash button beside the person’s name.
4

Confirm the removal

Review Remove from policy, or Remove from draft for a saved draft, then select Remove.
Eligible people with employee names, departments and controls to remove them from the policy. Eligible people with employee names, departments and controls to remove them from the policy.

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Archive or unarchive a policy

  1. On Policies, open the policy’s menu and select Archive.
  2. Confirm with Archive.
Archiving stops accrual and new requests while keeping approved time off and balance history. To unarchive the policy, open its menu and select Unarchive. The policy becomes Active, even if it was a draft when you archived it.

Related topics

Time OffAdd peopleState paid leave and disability insurance