Besides the default Vacation, Sick leave, WFH, and Bereavement Types, TalentHR lets you create custom Time Off Types to match your organization's needs.
For each custom Time Off Type, you can define its default budget and configure how employees can request and use it.
How to create a custom Time Off Type
1. Sign in to your TalentHR account as an Admin or an HR Manager and go to Settings → Time off.
2. Under the Types tab (1), click Add time off type (2).
3. Enter a Name and the number of Days (3) for the default budget of the new Time Off Type.
| Note: Time Off Budgets can be allotted in decimal formats. The lowest fraction TalentHR accepts is 0.001 days. The Days value configured for the Time Off Type is assigned to new hires as their default manual budget. |
| Note: If you plan to manage this Time Off Type through an Accrual Policy, consider whether a default manual budget is also required. Accrual Policies generate a separate accrued balance, and can also be configured to remove existing fixed/manual budgets. |
4. Choose whether the Time Off Type is Paid (4) or unpaid.
5. Toggle Needs approval (5) on or off.
- Enable it if requests for this Time Off Type should follow the employee's Time Off approval process.
- Disable it if requests for this Time Off Type should be approved automatically.
| Note: When approval is required, the request is handled according to the employee's Manager and assigned Time Off Approvers. |
6. Toggle Display time off type (6) as needed.
- Enable it if you want the Time Off Type to be shown by name on the Calendar when an employee has booked Time Off.
- Disable it if you want to hide the Time Off Type from the Calendar for privacy reasons. When disabled, booked Time Off for that Type is shown as Vacation.
7. Toggle Block other time off (7) as needed. When enabled, an employee who books this Time Off Type cannot book another Time Off Type for the same period.
8. Toggle Exceeds the remaining budget as needed. When enabled, employees can submit requests for this Time Off Type even when the request exceeds their remaining budget.
9. Toggle Count in calendar days according to how requests for this Time Off Type should be calculated.
- Leave it disabled if requests should be calculated according to the employee's working days.
- Enable it if every calendar day in the selected Time Off period should count toward the request.
| Example: For leave types such as Maternity Leave or Sick Leave that your organization measures in calendar days, you can enable Count in calendar days so the entire selected date range is counted instead of only the employee's normal working days. |
| Note: The Count in calendar days setting controls how the duration of an employee's Time Off request is counted. It does not change how an Accrual Policy generates or prorates an employee's balance. |
10. Click Save.
How calendar-day counting differs from accrual proration
The Count in calendar days option applies to Time Off requests. Accrual generation is calculated separately.
When TalentHR needs to generate a proportional accrual for part of an accrual period or Time Off cycle, the proportion is calculated using calendar days. The employee's working-day schedule and configured public holidays are not deducted from the accrual-proration calculation.
| Example: A yearly Accrual Policy grants 15 days for a January 1–December 31, 2026 cycle. If an employee becomes eligible on June 1, the relevant portion of the cycle is 214 calendar days out of 365. The proportional entitlement is calculated as 15 × (214 ÷ 365) = 8.79 days. Weekends, the employee's working-day pattern, and configured public holidays do not reduce the number of days used in this accrual calculation. |
| Note: A Time Off Type can therefore be configured to count employee requests using working days while its corresponding Accrual Policy still uses calendar days whenever TalentHR needs to calculate a proportional accrual. |
You can edit your custom Time Off Types later from Settings → Time off → Types.