In many organizations, not all employees are immediately eligible for every type of leave. HRStop enables organizations to enforce leave policies by restricting access based on two critical criteria:
- Service Status – whether an employee is on Probation, Confirmed, Under Notice, etc.
- Experience – total tenure within the organization or overall professional experience.
These restrictions help HR teams manage leave eligibility in line with company policies and ensure leaves are granted fairly and only to those who qualify.
Steps to Configure Leave Eligibility by Service Status
Follow these steps to restrict or allow leave applications based on an employee’s current service status.
Step 1: Navigate to Leave Category Settings
- Go to Control Panel → Settings → Leaves.
Step 2: Create or Edit a Leave Category
- Scroll down to the Leave Category section.
- Click Edit on an existing leave category or click Add New to create a new one.
Step 3: Set Service Status Restrictions
- In the configuration panel, find the Service Status section.
- You'll see options like Probation, Confirmed, Notice, etc.
Step 4: Choose Eligible Service Statuses
- Check the service statuses that should be eligible for this leave.
- For example, if Probation employees should not receive Privilege Leave, deselect Probation.
- Similarly, uncheck Notice if employees serving notice are not allowed to apply for the leave.
Step 5: Prevent Auto-Crediting Based on Status
- Locate the checkbox for “Do not credit leave automatically if service status is...”.
- Select statuses like Probation, Notice, or any other as per your leave policy.
- This ensures leaves are not auto-credited to employees with these statuses.
Use Case Example:
Your company policy allows Earned Leave only for confirmed employees.
→ Deselect Probation and Notice.
→ Check “Do not credit leave automatically if service status is Probation or Notice.”
Steps to Restrict Leave Based on Experience
You can further control leave eligibility based on months or years of experience—either within the company or total professional experience.
Step 1: Locate the Experience Section
- Within the same leave category configuration page, scroll to the Experience section.
Step 2: Set Minimum Experience
- Enter the minimum required experience in months or years.
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You may choose to apply the filter based on:
- Company Experience (tenure within your organization).
- Total Experience (previous and current work experience combined).
Step 3: Save the Settings
- Once you've defined the restrictions, click Save.
- The system will automatically restrict leave applications from employees who do not meet the required experience criteria.
Common Use Case:
You may want to allow Privilege Leave only after an employee completes 6 months of service.
→ Set minimum experience as 6 months in the Experience section.
Tips and Best Practices
- Combine Both Restrictions for better control: Use service status and experience filters together for high-value leaves like Sabbatical or Earned Leave.
- Communicate Policy Clearly: Make sure employees are informed about these eligibility rules to avoid confusion when applying.
- Audit Regularly: Review and adjust these restrictions periodically based on changes in HR policy or company structure.
By properly configuring leave eligibility based on service status and experience, you ensure a fair and policy-compliant leave management system within HRStop.