You can configure six leave settings to manage time off and unavailability rules in your scheduling tool, starting with blocking specific dates.
Configure time off and unavailability rules in your scheduling tool
Small staffing teams need clear boundaries to prevent schedule conflicts when employees request leave or mark themselves unavailable. The six core configuration areas include blocking specific dates from receiving requests, handling requests submitted before a date is blocked, setting unavailability limits, defining accrual policies, setting request windows, and managing existing unavailability sets. Each setting addresses a different part of the leave lifecycle, from preventing unwanted requests on critical days to tracking earned balances over time.
When you configure these rules, you create a consistent framework that reduces manual back-and-forth between managers and staff. For example, blocking a peak date stops new requests from being submitted for that day, while setting a request window defines how far in advance employees must ask for time off. These controls work together to give you visibility into upcoming coverage gaps before they become problems.
The specific interface for these settings varies by platform, so you should check your scheduling tool’s documentation for the exact menu paths. By establishing these rules upfront, you reduce the chance of overlapping absences and ensure that critical shifts remain covered.
Key takeaways for how to set up time off request rules in scheduling software
- Block specific dates in the Sling mobile app by selecting the Shifts tab and locating the target date, which denies employee requests for those dates according to Sling.
- Set unavailability request windows on each schedule in Connecteam, allowing different schedules to use different limits according to Connecteam.
- Define accrual policies in Connecteam by choosing between fixed annual amounts, such as 20 days per year, or hourly-based earnings, such as 1 day for every 150 hours worked according to Connecteam.
- Configure advance request windows in Connecteam, for example requiring employees to submit requests at least 7 days before the requested time off according to Connecteam.
- Manage recurring unavailability in Sling by setting repetition frequencies from every 1 to 4 weeks or until a specified end date according to Sling.
How to block specific dates from receiving time off requests
To block time off requests using the Sling mobile app, select the Shifts tab, and then locate the date that you need to block, according to Sling. For desktop users, to block time off requests for a specific day using the web version of Sling, go to the week view and hover your mouse over the date, according to Sling. In the window that pops up, check the box next to the option to block requests, then save your changes, according to Sling. Once this has been saved, employees will be denied time off requests for the date(s) on which they have been blocked, according to Sling.
Blocking a date does not automatically clear the schedule of prior submissions. You will need to delete time off requests that were added to the date prior to the block being saved, according to Sling. This manual cleanup step is required because the system does not retroactively remove existing entries when a new block is applied. Managers and admins can still add time off requests for employees for dates that are blocked, if necessary, according to Sling. This override capability allows leadership to maintain schedule integrity during critical periods even when the standard employee request flow is halted.
When configuring these settings, ensure that the block is applied to the correct date range before saving. On Sling's web week view, hover over the date to open the option window. After checking the box to block requests, confirm that the change is saved. If employees have already submitted requests for that date, you must locate and delete those specific entries. Time off requests added before the block was saved still need to be deleted. Use the manager override feature only when business operations require an exception to the blocked status. Keep your team informed about which dates are blocked to reduce confusion during the request process.
In Sling, use the mobile Shifts tab or hover the date in the web week view, then check block requests and save.
A filled reference table for leave settings across platforms
The following table compares specific leave management configurations documented by Deputy and Connecteam. Each row details a distinct setting type and its configuration method, sourced directly from the respective publisher's documentation.
| Publisher | Setting Type | Configuration Detail |
|---|---|---|
| Deputy | Custom accrual policies | Set up a casual accrual policy at one hour for every 30 hours worked, create a paid company day for a team anniversary, or add a specific policy for sickness, parental leave, or anything else your business needs, according to Deputy. |
| Deputy | Holiday rate settings | Set custom public holiday rates and let your team earn, bank, and take time off in lieu, according to Deputy. |
| Connecteam | Separate schedule limits | The window is set on each schedule, so different schedules can use different limits, according to Connecteam. |
| Connecteam | Time zone measurement | The limit is measured against the start of each date in the schedule's time zone, according to Connecteam. |
| Connecteam | Limit calculation example | With a limit of two days, a user can't change unavailability for any date less than two days away, according to Connecteam. |
| Connecteam | Fixed or hourly accrual | Decide whether users earn a fixed amount of hours/days (for example, 20 days per year), or if they are earned for each hour worked (for example, 1 day for every 150 hours worked), according to Connecteam. |
| Connecteam | Monthly accrual example | Users accrue 1.5 days per month, resulting in a total of 18 days per year, according to Connecteam. |
Review these platform-specific rules to align your internal leave policies with the technical capabilities of your chosen scheduling tool.
Setting unavailability limits and request windows
Turn on "Block users from making changes to their unavailability within" in Connecteam to restrict when staff can change their unavailability, according to Connecteam. This limit is measured against the start of each date in the schedule's time zone, according to Connecteam. For example, with a limit of two days, a user can't change unavailability for any date less than two days away, according to Connecteam.
For time off requests, the Starting Guide to Time Off | HELP CENTER notes that employees may be required to submit requests at least 7 days before the requested time off, according to Connecteam. Additionally, employees may be required to wait 90 days from their start date before requesting time off, according to Connecteam. These examples illustrate how request windows can be structured based on advance notice or tenure.
According to Sling, unavailability is designed to repeat anywhere from every 1 to 4 weeks, or until you specify an end date. This repetition frequency allows for recurring unavailability patterns that align with shift schedules.
Set the unavailability change limit to the number of days you want to enforce, ensuring it aligns with your schedule's time zone. Define the request window for time off by specifying the minimum advance notice, such as 7 days, and any tenure-based waiting periods, such as 90 days. In Sling, unavailability is designed to repeat anywhere from every 1 to 4 weeks, or until you specify an end date. Review these settings with your team to ensure clarity and consistency in leave management.
Defining accrual policies and balance rules
Accrual policies determine how team members earn time off, and each platform offers distinct methods for setting these rules. Deputy allows you to set up a casual accrual policy at one hour for every 30 hours worked, create a paid company day for a team anniversary, or add a specific policy for sickness, parental leave, or anything else your business needs, according to Deputy. The same source notes that you can set custom public holiday rates and let your team earn, bank, and take time off in lieu, according to Deputy.
Connecteam provides a different framework for defining these balances. You must decide whether users earn a fixed amount of hours or days, for example 20 days per year, or if they are earned for each hour worked, for example 1 day for every 150 hours worked, according to Connecteam. The platform also supports monthly accrual structures. In their example, users accrue 1.5 days per month, resulting in a total of 18 days per year, according to Connecteam.
When configuring these settings, choose the model that aligns with your staffing needs. If your team works variable hours, an hourly accrual model may better reflect actual work performed. If you prefer predictable annual balances, a fixed amount or monthly accrual approach offers clarity. Deputy’s flexibility allows for specific policies like sickness or parental leave, while Connecteam’s guide emphasizes the choice between fixed and hourly earnings.
Review your current leave balances and compare them against the accrual methods described by these platforms. Select the option that matches your operational requirements. For instance, if you need to account for seasonal peaks, an hourly accrual might be more appropriate. If you want consistent annual totals, a fixed or monthly model works well. Ensure that any custom policies, such as paid company days or holiday rates, are clearly defined within the software to avoid confusion during scheduling.
Managing existing unavailability sets
When managing existing unavailability sets, you can adjust the repetition frequency to match your staffing needs. If a recurring unavailability no longer applies, you can modify the end date to stop the repetition. According to Sling, the system supports repetition intervals of every 1 to 4 weeks, providing flexibility for different scheduling cycles.
For small staffing teams, Sling unavailability is designed to repeat anywhere from every 1 to 4 weeks, or until you specify an end date. You can review existing unavailability sets to ensure they align with current team availability. According to Sling, you can specify an end date to control how long a recurring unavailability remains active.
In Sling, set repetition anywhere from every 1 to 4 weeks, or until you specify an end date. According to Sling, the repetition frequency options range from every 1 to 4 weeks.
Related guides
- Interview Scorecard Example for Consistent Hiring Teams
- Hiring Decision Debrief: Notes to a Recorded Decision
- Conviction timing rules for 3 jurisdictions
FAQ: How to set up time off request rules in scheduling software
Can I set different unavailability limits for different schedules in Connecteam?
The window is set on each schedule, so different schedules can use different limits, according to Connecteam.
How do I choose fixed or hourly accrual in Connecteam?
Decide whether users earn a fixed amount of hours/days (for example, 20 days per year), or if they are earned for each hour worked (for example, 1 day for every 150 hours worked), according to Connecteam.