Time off settings — Settings

Time off settings cover two pages under Settings → People: the Time off carry-over tile, which controls the carry-over policy for time off balances, and the Absence notifications tile, which controls who in HR is notified about time off activity.

Enable the carry-over policy to let unused time off roll into the next period according to your rules. If carry-over is disabled, the legacy time off balance behaviour is used instead.

Only org admins can change this; others can view the current policy.

Example use cases

An employee has 5 remaining time off days at the end of the year, and the carry-over policy allows 3 days to roll over into the next period.
An employee has 10 remaining time off days, but the carry-over policy is configured with a maximum of 5 days, so only 5 days are carried over.
An employee has 0 remaining time off days, resulting in no time off being carried over.

Carry-over per contract type

Under Carry-over per contract type, each contract type (Employment contract, B2B, Freelance service contract and Contract for specific work) has a row with two settings.

The switch has three choices:

Inherit follows the organisation's Enable carry-over policy switch. This is what a contract type gets until you change it.
On carries days over for this contract type, even while the policy is disabled for the organisation.
Off never carries days over for this contract type.

The contract that counts is the one in force on 31 December of the year the days come from, so a contract change in January does not alter last year's carry-over. The choice also applies to carry-over entered by hand for an employee.

Beside the switch, Expiry for contract type (MM-DD) sets when that contract type's carried days expire. Leave it empty to use the organisation's Expiry date (MM-DD), which the empty field shows as a hint. The field is disabled while carry-over is off for that contract type, because nothing carries and so nothing expires. Use a day that exists in that month: February accepts 02-28 at most, because the date carries no year.

Max carried days and Consume carried days first always follow the organisation's settings. When any contract type expires on its own date, the Recommendations panel lists those contract types.

For example: carry-over On for Employment contract and B2B, with B2B expiring on 03-31 and Employment contract left empty, so it expires on the organisation's date.

Absence notifications

The Absence notifications tile, under Settings → People → Absence notifications, holds the HR notifications section, which controls whether — and how — HR hears about time off activity. It used to sit below the carry-over form; the carry-over page now links to it instead.

The Notify time off managers of team leave activity switch turns these notifications on or off for the organisation.

Events

Tick which of the five events HR is notified about:

Requested — a team member submits a new time off request.
Accepted — a time off request is approved.
Rejected — a time off request is declined.
Canceled — an approved or pending request is withdrawn.
Edited — the dates or type of an existing request change.

Recipients by contract type

Who receives these notifications can be set separately for each contract type — B2B, Employment contract, Contract for specific work, and Freelance service contract — using three options:

Default (time off managers) — everyone holding the time off manager role for the organisation. This is what a contract type gets until it is set to something else.
Specific people — pick individual people from your organisation, and/or add external email addresses directly (for example, an outsourced payroll desk that has no account in Flowtly). An external email address only receives the notification email — it does not get an in-app bell or push notification, since there is no account to attach either to.
Nobody — this contract type's time off activity is deliberately excluded from HR notifications.

Default and Nobody are not the same thing, and switching a contract type to Default later does not "reset" it to Nobody — Default always means the current time off managers, whoever holds that role, while Nobody means this contract type stays silent even as time off managers change.

Which absence types each person hears about

Under Specific people, each recipient, whether a person or an external email address, has its own Absence types each person hears about field. It lists the organisation's active absence types, and by default every type is ticked and the field reads All absence types. Untick the types a recipient should not hear about: a payroll desk, for example, can receive leave requests only and nothing about remote work or a day at the client's office.

Every type ticked means no filter. A recipient left on All absence types also hears about absence types the organisation adds later.
At least one type must stay ticked. Unticking all of them shows Pick at least one absence type. and the settings cannot be saved until one is ticked again. To stop a recipient's notifications altogether, remove the recipient.
Removing a recipient discards their filter, so adding them again starts from all types.
An absence type that has since been deactivated stays listed for a recipient whose filter already names it, so a saved filter is shown as it is.

Notifications paused

Flowtly can pause an organisation's create-path notifications for a period — for example, to bulk import time off history without mailing everyone about each row. While that pause is active, a banner reading Notifications are paused until <date> appears at the top of the Absence notifications page and of People → Time off (requests, history and planner). An administrator sees Resume now on the banner, which ends the pause straight away, and Pause settings, which opens the pause control itself under Settings → Administration → Organization. Anyone else is told that an administrator can resume notifications there. Events and recipients stay configured as set — the pause does not clear them, it only holds the mail and in-app notifications until then.

Only time off managers can change these settings; others can view the current configuration.