Before you begin, make sure you’ve:

☑️ Logged into Sense HR

☑️ Been assigned administrator permissions

This guide shows administrators how to create carryover and length of service rules for specific employees or groups in Sense HR. It explains how to exclude selected people from standard holiday rules, set up a new rule with customised carryover limits and length of service entitlements, and save the changes so they apply only to those employees. You’ll also learn how to edit, delete, or reassign employees back to the standard rules when needed.

1. Open Settings from the left-hand navigation menu.

2. Select Calendar & Planner.

3. From the left-hand menu, click Event manager.

4. Scroll down the list until you see Holiday in the Event name column.

5. On the Holiday row, look across to the Rules column.

6. In the Rules column, click the number shown (this may be 1, 2, or more depending on how many holiday rules exist) to open the Holiday rules window.

Before creating a new rule for selected employees, you must first exclude them from the standard holiday rules.

1. In the Holiday rules window, click the Edit icon 📝.

2. Scroll down to Exclude people.

3. Search for the employees or groups to exclude:

• Search by individual name, or

• Search by group filters such as Department, Location, Contract type, etc.

4. Select all relevant people/groups to exclude from the standard rules.

5. Click Next, scroll down, then click Done.

Create a New Holiday Rule

1. Click Create rule.

2. Under Name of rule enter a name that follows your organisation’s naming conventions.

3. Assign the previously excluded employees/groups to the new rule by typing their names or group identifiers into the search box and selecting them.

4. Once all relevant people/groups are added, click Next.

Configure Rule Settings

1. In Rule settings, ensure Entitlement deduction is switched on (if it isn’t already).

2. Switch on both:

• Carryover

• Subject to Length of Service

Set Carryover Limits

1. For Carryover, set either:

• Maximum carryover days, or

• Maximum carryover hours

💡 Tip: Choose one based on what best applies to the employee/group or set values for both.

Set Length of Service Entitlements

1. Under Subject to Length of Service, add:

• Months of service

• Entitlement hours

• Entitlement days

• Maximum entitlement days

• Maximum entitlement hours

Save the New Rule

1. After entering all settings, click Done to apply the new rule to the assigned employees/groups.

✅ The new rule will now appear in the list of holiday rules for those employees.

🖊️ Note: You can edit or delete the rule at any time and reassign the employee or group to the standard rules by updating the exclusions in the standard rule settings.