Leave types and entitlements
Define which leave types staff can request (annual leave, TOIL, study leave, etc.) and default entitlements where supported.Organisation default annual leave
On Organisation policy, set Default full-year annual leave (days) near the top (for example 20 or 25 days). That default is applied automatically for each new leave year (daily job, and when you run leave-year open manually). Mid-year joiners are pro-rated from their employment start date. People marked as no paid annual leave are skipped. Changing the default here affects future automatic opens and any manual Apply default run. Use Apply default to current leave year (primary button on the same section) to catch up or overwrite:- Saves the default if you have just typed it, then writes each active person’s allowance
- Pro-rates mid-year joiners from their employment start date
- Keeps existing TOIL balances
- Skips people marked as no paid annual leave
- By default fills missing or zero placeholder rows (created when someone first uses leave/TOIL); enable Overwrite existing non-zero allowances to recalculate everyone who already has an entitlement
Leave year
On Organisation policy, set Start month, End month, and Start day. Start and end stay linked as a 12-month period (for example August–July or July–June). The page shows the current period date range. Entitlements and carry-over use this boundary. Changing it does not rewrite past leave years; save, then apply the organisation default for the years you need. Storage and apply always use the calendar year of the period start. Labels adapt for staff and admins:
The date range under the leave year control always shows the full window. When you apply the organisation default manually, the button and confirmation name that label and date range so entitlements land on the year people are looking at.
Leave-year open: when a new leave year begins, Campsite applies the organisation default to people who do not yet have an entitlement for that year. If carry-over is enabled, unused holiday from the closed year is added to the new year automatically, up to your max carry-over days.
Length-of-service leave ladder
Optionally increase annual leave as people complete years of service. On Organisation policy, enable Increase annual leave by length of service and add bands such as +1 day after 3 complete years and +2 days after 5 complete years. Bands stack: someone with 5 or more complete years receives both extras (+3 in that example).- Years are counted from each person’s service start (employment start on the HR file, or continuous service when set), using their individual work anniversary, not a single organisation leave-year date.
- Extras apply on the organisation policy days path (the usual fixed annual entitlement). They do not apply to weekly staff on the UK weekly / holiday-pay formula.
- Enter the contractual full-year amount without long-service extras in the org default or per-person allowance; the ladder adds the extras. People marked as no paid annual leave stay at zero.
- When someone reaches a new band, a daily refresh updates their current leave-year balance. The HR file Leave tab notes extra days when they apply.
Starters, leavers, and mid-year changes
Entitlements are person-specific, not one figure for the whole organisation:- Employment start date on the HR record pro-rates annual leave for that leave year (joiners after the leave-year start get a reduced balance).
- Employment end date also reduces the balance for that year when set (and when you run the leaver holiday adjustment).
- Enter the full-year contractual amount in Leave settings; Campsite stores that policy amount and the pro-rated balance separately so correcting a start date can recalculate safely.
- People without an employment start date receive the full-year amount. Keep start dates accurate before applying organisation defaults.
- Changing employment start/end, pay frequency, contracted days per week, or the “no paid annual leave” flag recalculates the current leave year automatically.
- Mid-year contracted days change (UK weekly): when the org uses the UK weekly formula and contracted days per week change during the leave year, Campsite time-weights entitlement across the old and new rates instead of applying the latest rate to the whole year.
- Part-time / multi-contract: leave uses the HR record’s contracted days (or policy full-year days). Concurrent signed employment contracts do not auto-sum leave. Set contracted days (or an explicit policy amount) to the combined working pattern.
- Term-time only: there is no automatic term calendar. Set policy days or contracted days to match term weeks.
- Leave requests cannot span two leave years. Staff must book separate requests so each year is charged correctly (including August–July and other non-calendar years).
- Accrual mode: balances grow month by month. A monthly job refreshes accrued organisations automatically; use Refresh accrued balances under Advanced after enabling accrual or to catch up mid-month.
- TOIL is held per leave year. Configure TOIL at leave year end to leave unused TOIL on the prior year, forfeit it, or carry up to a max into the next leave year. A daily job applies the policy after each leave year closes (admins can also run it manually).
- Carry-over (when enabled) automatically moves unused annual leave from a closed leave year into the next year, up to your max days. Staff can also request carry-over. Optionally expire unused carried days after a set number of months from the destination leave-year start (0 = never).
- Changing the organisation leave-year months mid-year remaps which dates belong to which year. Do this only with payroll agreement, then re-apply entitlements for affected years.
- Bradford scores use sickness absences only (not annual leave or TOIL), matching classic UK Bradford Factor practice.
- Set leave year start and end months on Organisation policy
- Set the organisation default and apply it for the current leave year
- Adjust individual entitlements where contracts differ
- Add organisation holiday periods that are excluded from leave day counts
Holiday periods
Mark organisation holiday periods (for example Christmas closures). Active periods are excluded from leave day deduction.Carry-over, encashment, and TOIL
Where enabled, configure:- Organisation default annual leave, applied automatically each new leave year
- Carry-over of unused holiday into the next leave year (automatic at year end, up to your max), optional expiry months for unused carried days
- Encashment requests that reduce unused annual leave balance after approval (this does not create a payroll payment)
- TOIL accrual from approved overtime or extra shifts
- Minutes per full working day (TOIL) for converting logged overtime into TOIL days (default 480 minutes = 8 hours)
- TOIL at leave year end: leave unused TOIL on the prior year, forfeit it, or carry up to a max into the next leave year. Use the leave settings tools menu (Run TOIL year-end now) after closing a year if you need an immediate settle; a daily job applies the policy when each leave year has ended.
Who can see team leave
Grant leave visibility through Roles & permissions, not job title fields on HR records:leave.approve_direct_reports: approve and view direct reports’ pending leaveleave.manage_org: org-wide leave admin, all pending requests across the organisation, and leave settingshr.view_records/hr.view_direct_reports: absence reporting (separate from the leave hub)
Bradford and absence settings
Bradford Factor scores use sickness absences only (classic UK S²×D), not annual leave or TOIL. Absence reporting and trend views respect HR policy configured alongside leave. Coordinate leave settings with how managers record unplanned absence. See absence reporting. On Leave settings you can also set Long-term sickness days threshold (default 28). Continuous sickness at or above that threshold opens or refreshes an absence review case for OH referral tracking. See ops cases.SSP claim weeks and check-in
On Leave settings you can set:- SSP max claim weeks: payable SSP and ledger remaining for a linked sickness period (default 28; allowed 1–52)
- SSP check-in basis: open check-ins from paid SSP weeks, holidays taken (approved annual leave days in the Bradford window), or both
- SSP check-in paid weeks threshold: open after this many distinct weeks with SSP payable (default 2)
- SSP check-in holidays days threshold: open after this many approved annual leave days in the Bradford window (default 10)
- SSP notification deadline: if sickness is reported after this many calendar days from sickness start (default 7), SSP is withheld and notification chase is flagged on the SSP check-in path
- Shift pay vs SSP collision: when sickness overlaps scheduled shift pay in a timesheet week, choose Prefer SSP (default), Prefer shift pay, or Split / allow both with override. Approving that week always requires an audited override with a reason so shift pay and SSP are never paid silently together. See Timesheets.
Holiday usage warnings
Configure org thresholds for holiday usage alerts:- Enable warnings: notify staff when thresholds are met (default on)
- Usage percent: warn when approved annual leave reaches this percent of entitlement (default 80)
- Remaining days: warn when remaining annual days are at or below this value (0 turns this band off; default 3). Remaining-band warnings take priority over percent
- Manager digest: optional weekly in-app digest for line managers of staff who hit a band
Bulk assign leave
Leave admins (leave.manage_org) can assign approved leave to many people at once from Leave settings (/hr/leave), People tab → Bulk assign:
- Open the bulk assign drawer
- Filter the people list by department and role, or search by name
- Select people (or select all visible, up to 100)
- Choose leave type, dates, optional part-of-day times (same timed model as staff booking), and an optional reason
- Confirm. Each person is validated separately
Tips
- Set leave year start and end months on Organisation policy so entitlements and carry-over match your calendar (for example August–July).
- Communicate entitlement changes by broadcast before changing balances mid-year.