Absence Types - Setting Template Minimum/Maximum Notice Period Restrictions For an Absence Type

Who this guide is for:
System Administrators. Requires 'Absence Setup' and 'User Templates' permissions.

Overview:
This guide explains how to set template-level rules for absence lengths and notice periods, helping you standardise booking restrictions across user templates.

How Template-Level Rules Work:

• Length Limits: Control how short or long single absence bookings can be.
• Notice Periods: Determine how far in advance (or retrospectively) absences can be booked.
• Applies to all users assigned to the template (unless overridden at user level).
• Takes priority over Global settings.

How to Set Up Template-Level Rules:

Setting Absence Length Limits

1. Navigate to Admin Tools > Admin Panel > Templates.
2. Locate the template and click Edit.
3. Select the Absence Types tab.
4. Find the absence type (use search if needed) and click Edit.
5. In Min/Max Settings:
   • Set Minimum Length (e.g., 0.5 for half-day minimum).
   • Set Maximum Length (e.g., 14 for two-week maximum).
6. Click Save Template (top right).

Setting Notice Period Requirements

1. Follow steps 1–4 above.
2. In Min/Max Settings:
   • Set Minimum Notice Period (e.g., -7 to allow bookings from 1 week ago).
   • Set Maximum Notice Period (e.g., 365 to allow bookings up to 1 year ahead).
3. Click Save Template (top right).

GIF scenario: 

Medical Appointment absence type has been configured on a global level for users to only book an absence that can't be shorter than 1 hour and cannot be booked more than 3 days in advance. However, users in the Authoriser Template should be able to override with Medical Appointments of any duration, but no more than 7 days in advance:

To view the above GIF better, right-click and click on 'Open image in new tab'!

Additional Information:

• Key terms:
  • Length Limits: Control duration of single bookings.
  • Notice Periods: Control booking timeframe (negative values allow backdating).
• Permissions required:
  • Absence Setup
  • User Templates
• Best practices:
  • Set Global defaults first before creating Template exceptions.
  • Use negative notice periods sparingly for backdated bookings.
  • Document Template changes for auditing purposes.
• Important:
  • User-level settings override Template settings.
  • Changes affect all assigned users immediately.
• Tip: Use the search function within the platform to quickly find templates or absence types.