Time Off Types
Executive Summary
Time Off Types is a setup screen for the time-off types held in AlayaCare. Administrators refresh the list from AlayaCare, then set the entitlement unit (Days or Hours) and the default maximum balance and negative-balance rule that are applied when new employee entitlements are imported.
Key Features
- Refresh time-off types from AlayaCare
- Filter the list by name or service code
- Export the filtered list to Excel
- Set the value type (Days or Hours) for each time-off type
- Set the defaults used when importing new entitlements: maximum balance and whether a negative balance is allowed
Typical Workflow
- Click Refresh from AlayaCare when time-off types have changed in AlayaCare.
- Filter by name or service code if needed, then click Apply Filter.
- Click Edit on a row (or right-click the row and choose Edit) and set the value type and entitlement defaults.
- Click Save.
- Click Export if you need a spreadsheet copy of the list.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, refresh from AlayaCare, edit and export time-off types |
Main Grid
The grid lists the time-off types (14 rows per page). The first three columns stay in view when scrolling sideways.
| Column | Description |
|---|---|
| AC ID | AlayaCare time-off type identifier. |
| Name | Time-off type name. |
| Day Duration (Mins) | Length of a day of time off, in minutes, from AlayaCare. |
| Schedule Time | Pay schedule time from AlayaCare. |
| Service Code | Name of the AlayaCare service code linked to the time-off type, when there is one. |
| Value Type | Entitlement unit: Days or Hours (blank until set). |
| Default Allow Negative | Check box showing whether new entitlements may go negative by default. |
| Default Max Balance | Default maximum balance for new entitlements. |
| Manage Records | Contains the Edit button for the row. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Filter Name | Limits the list to names containing the text entered (not case-sensitive). |
| Filter Service Code | Limits the list to service codes containing the text entered (not case-sensitive). |
Click Apply Filter to refresh the list. Use Clear Filter to reset filters.
Actions
| Button | Description |
|---|---|
| Refresh from AlayaCare | Downloads the time-off types from AlayaCare and updates the list. |
| Export | Exports the filtered list to Excel. A warning "Nothing to export" is shown when the list is empty. |
| Apply Filter | Applies the name and service-code filters. |
| Clear Filter | Clears both filters and reloads the list. |
| Edit (row button, or right-click a row) | Opens the Time Off Type dialog. |
Dialog Components
Time Off Type
Opens from Edit. Save stores your changes; Cancel (or the close icon) closes without saving. If the save fails, a warning with the reason is shown and the dialog stays open.
| Field | Purpose |
|---|---|
| Name | Time-off type name (read-only). |
| Select A Type | Entitlement value type: Days or Hours (or blank). |
| Maximum Balance | Under Defaults When Importing New Entitlements: default maximum balance for new entitlement records. |
| Allow Negative Balance | Under Defaults When Importing New Entitlements: whether new entitlements may go negative by default. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Refresh from AlayaCare
- Signs in to AlayaCare. If sign-in fails, the refresh stops.
- Reads all time-off types from AlayaCare, showing a progress bar.
- Adds a record for each type not already in the list (name, day duration, pay schedule time and linked service code). The value type starts blank.
- For types already in the list, updates the name only if it changed in AlayaCare. Other values, including your value type and defaults, are left as they are.
- Reloads the list.
Export
- Requires at least one row in the (filtered) list.
- Builds an Excel workbook with one sheet, TimeOffTypes, with the columns AC Id, Name, Day Duration, Pay Schedule Time, Service Code, Value Type, Default Allow Negative Balance (Yes/No) and Default Max Balance.
- Downloads the file, named timeofftypes_{date and time}.xlsx, and shows "Exported Successfully".