💡We've established leave policies in Givver to make things easier for you. You can choose to use these predefined settings or create custom ones.
Givver has a team of People experts. Please don't hesitate to reach out if you need any assistance or support with your holiday policy.
To start, navigate to the Leave Policy Settings section, where you can customize the leave policies for your team. You can locate this section in the 'Calendar' section of your sidebar menu. Simply click 'View Details' to access and adjust each policy as needed.
Creating Your Annual Leave Policy:
View the number of holiday policies within your company, access them by clicking on their names, or create a new policy as needed.
We have included a table specifying each field in the holiday policy to help you navigate it.
Naming Your Policy | Choose a name that will be easily recognizable to your team members. The name will appear in their profiles. Label it clearly, like "Global Leave Policy," for easy identification and reference. |
Weekly Working Hours for Full-Timers | Input the standard weekly hours for full-timers here. We'll use this to calculate the pro-rata annual leave for part-time team members automatically. You don't need to do any manual calculations on your end. |
Unlimited annual leave | If your holiday policy is set to 'unlimited,' you do no need to specify a total holiday allowance. |
Allowance in days | Specify the total days allocated for annual leave. You can set a fixed number of days or opt for an 'unlimited' policy. |
Will the team members be off during public holidays? | Depending on the contract and how you operate, your team members may or may not be required to work on public holidays. If your team members are entitled to time off during these days, ensure that you select the correct bank holiday calendar. This process should be carried out at the individual team member level, not as part of the company policy settings. Selection of the public holidays calendar can be done within each employee's profile. |
Leave Period Start On | This should be the start date of the leave period, as Givver will automatically reset the holiday allowance on the end date of the period. |
Carry-over in days | Specify the number of days that can be carried over from one period to the next. Givver will automatically add them at the start of the holiday calendar year to each team member's balance. |
Carry-over expiry days | Give an expiration date to the carry-over days transferred. |
You can choose to either Save policy or go back to the company settings by clicking Cancel.
❗️You'll also assign appropriate public holiday calendars from each team member's profile. This is essential to ensure everyone understands their holiday entitlements based on their specific location and employment contract.
Grant extra leave to an individual employee
Admins can use Extra Days to make a one-off addition to an employee’s leave balance. In the current leave policy editor, this option is separate from the policy’s general carry-over settings.
Enable Extra Days for the policy
Go to Settings → Leave Policies and open the relevant policy, such as Annual Leave.
Choose Edit → Additional Policy Rules.
Under Extra Days, select Yes for “Allow admins to manually add extra days to this policy bucket from an employee’s profile?”.
Keep the existing employee selection unchanged if you are only enabling this option, then select Save changes.
Enabling Extra Days makes the action available to admins for that policy. It does not automatically give extra days to everyone, increase the standard annual allowance or enable general carry-over.
Add the days to one employee
Open the employee’s profile and go to the Leave tab.
Find the relevant leave balance card and select the + button (Add Extra Days).
Enter the Granted date, the number of days and an Expiry date. The expiry date is required and must be later than the granted date. If the policy tracks leave in hours, enter hours instead.
Add an optional Note explaining the reason and approval, then select Add days or Add hours.
Check the employee’s updated balance and the extra days shown in its breakdown.
The addition applies only to that employee and the selected policy. If the + button is missing, check that you are signed in as an admin, Extra Days is enabled and the policy assignment has not ended.
Allow an exceptional carry-over without changing the general policy
If your organisation approves an exception for one employee, you can grant the authorised amount as Extra Days even when general carry-over is disabled. For example, add 3 days with a granted date at the start of the new leave year, the agreed expiry date and a note such as “Exceptional carry-over approved by HR — 3 unused days from the previous leave year”.
This is a manual grant: Givver does not calculate or transfer the previous year’s unused balance through this form. Confirm the approved amount before adding it and check that it has not already been credited.
Saving the policy without changing employee assignments
No changes in Assign Employees refers to the employee selection only. If you leave that selection unchanged, saving the policy does not reassign those employees. An existing-policy replacement warning may still appear beside employees who already have this same policy; the warning alone does not mean a replacement will occur.
Other changes you make in the policy editor are still saved. Changing only Extra Days enables or disables future manual grants; it does not itself recalculate balances. Setting it back to No does not remove extra days already granted.
💚 Need further assistance? Don't hesitate to reach out to us anytime through our messaging app.