This article explains how to create a leave rule (leave group) on Leave Rules, add leave categories to it and assign it to employees. Users with the LEAVE_TYPE_ADD permission do this; deleting also requires LEAVE_TYPE_DELETE.
In Teamso, a Leave Rule is a set that contains several leave categories (leave types): for example, a "Head Office Rules" rule contains the Annual Leave, Excuse Leave and Birthday Leave categories. The rule is assigned to an employee as a whole.
Before you start
Employees' start dates and birth dates must be correct: seniority and the age exception are calculated from them.
If you use gender-specific leave (maternity, nursing, paternity), employees' gender must be filled in.
Step by step
Finding rules
Rules are listed in one content card. The Search by rule name box searches rule names; click the Description chip to filter by description (the × on a set chip removes the filter). Sort on the right orders the list by rule name, description, Leave Types or Number of Employees, ascending or descending; clicking a column header changes the same sort. When the card is narrow (on a phone, for example) the rules show as cards; use the pager at the bottom of the card to move between pages. The search, filter, sort and page stay in the address.
1. Create the rule
In the left menu, go to Configuration, pick Leave in the list on the left and the Leave rules card at the top. The Settings button in the header of the Leave screen opens the same page.
Click Add Leave Rule.
Fill in Name (up to 50 characters) and Description (up to 500 characters) and click Save.
To duplicate an existing rule, use Copy in the row menu. Make Default makes a rule the company default. Leave groups set as default cannot be edited or deleted; leave groups assigned to employees cannot be deleted either.
2. Add leave categories to the rule
In the rule's row menu, click Details. The rule window opens on the Categories tab; on phones it fills the screen with its list, template choice and form (next to it is Assigned employees; the tabs show counts). Each category is one row: its name, badges (Default, Female only / Male only, Active / Inactive, Paid / Unpaid and, with Turkish legislation on, Counts for severance / Excluded from severance) and a summary (for example "14 days per year · Yearly", "3 days per request", "Unlimited"; minimum and maximum days only when set). The Search categories or rules box searches names, descriptions, status, pay and the summary texts. Clicking a row opens the category; the menu on the right has Edit (Details in a default group), Activate, Deactivate, Set as Primary and Delete. The pencil in the title edits the rule's name and description.
Click New category. The same window lists the ready-made templates: pick one, or choose Blank category to set every option yourself. You can change the template's settings before saving.
The category form opens in the same window as well (no second window). The fields are grouped into sections; on wide screens the list on the left jumps to a section. Fields that depend on a choice appear only once that choice is made. Longer explanations are behind the ⓘ icon next to a field. Fill in the form and click Save at the bottom.
If a field is missing or invalid, a warning appears at the top, the form scrolls to the section of the first invalid field, the error is shown under the field and the section is marked in the section list.
Cancel closes the form and returns to the category list. If there are unsaved changes, you are asked first: Leave without saving or Keep editing. Closing the window with X or Esc asks the same.
Basic details
Category: name of the leave type, shown to employees when they request leave (up to 50 characters).
Short Name: up to 6 characters. In a new category it is suggested from the name until you touch the field.
Description: when the leave is used (up to 500 characters).
Who can use it
Who can use it?: All employees, Female employees only or Male employees only. Even though the rule set is assigned as a whole, this category is shown to, requested for and accrued for employees of the selected gender only. Employees with an undefined gender can use only All employees categories.
Pay and payroll
Paid / Unpaid: whether the leave is paid.
Exclude from severance pay (with Turkish legislation on): if checked, approved leave days of this category are deducted from the service days when severance pay is calculated (maternity, military service etc.). It is independent of paid/unpaid.
SSI missing day reason (with Turkish legislation on, unpaid leave only): unpaid leave days count as SSI missing days in payroll; the reason you select is used in payroll and in the MUHSGK declaration. If you leave it empty, the reason is selected on the payroll screen.
Entitlement
Coverage (three option cards):
Unlimited: no day limit and no balance.
Limited For Each Request: each request can be at most the Number of Entitlement days; no yearly balance is kept.
Limited in Year: a yearly entitlement and balance are kept. Entitlement frequency, the age exception, negative balance, Seniority extra days and Carry-over open only with this coverage.
Number of Entitlement: between 0 and 365 (not used with unlimited).
Entitlement Frequency: Yearly or Monthly. With monthly, the yearly days are divided by 12 and credited every month.
Period: whether the entitlement is added in advance at the start of the period or once the period is completed. Below the field, an example shows the day on which it is added for your selection.
At the beginning of the period: the share is added in advance. Monthly, the first share is on the hire day: an employee hired on 1 February 2024 gets 1 February, 1 March, 1 April 2024... Yearly, on the hire day and every hire anniversary (or every 1 January with First Day of the Year).
At the end of the period: the share is added once the period is completed. Monthly, the first share is one month after the hire date: the same employee gets 1 March, 1 April, 1 May 2024... Yearly, the first entitlement is on the first hire anniversary (1 February 2025). The days are the same as at the beginning of the period; only no share is added before the first period is completed.
The monthly share is added on the hire day of each month (not on the 1st). For an employee hired on the 29th to 31st, shorter months use their last day: an employee hired on 31 January 2024 has the share days 31 January, 29 February, 31 March, 30 April 2024... (at the end of the period the first one is 29 February)
Start Date:
First Day of the Year: entitlements are added for all employees on the same day, every 1 January. The first one is on the 1 January after the hire year; nothing is added for the hire year, and seniority years are counted in calendar years. It can be selected only with Yearly frequency and At the beginning of the period.
Leave-based Entitlement Date: entitlements follow each employee's own hire date (Company Entry Date in the Seniority record): yearly on the hire anniversary, monthly on the hire day of each month. With Monthly frequency and with At the end of the period it is the only option.
Example: an employee hired on 6 February 2020, a yearly 14-day category, entitlements written as of 5 January 2026:
Setting | Entitlement days |
Yearly, At the beginning of the period, First Day of the Year | 1 January 2021, 1 January 2022, ..., 1 January 2026 |
Yearly, At the beginning of the period, Leave-based Entitlement Date | 6 February 2020, 6 February 2021, ..., 6 February 2025 |
Yearly, At the end of the period, Leave-based Entitlement Date | 6 February 2021, 6 February 2022, ..., 6 February 2025 |
No entitlement is added before its day. The nightly calculation at 03:00 and the calculation that runs when a Seniority record is saved use the same calendar and write only the periods up to that day. An employee whose hire date is in the future gets nothing until that day.
Age exception (under 18, over 50): tick it and enter in Minimum number of days the least number of days these employees get (it cannot be below the larger of Number of Entitlement + 1 and the legal minimum of 20). These employees get the larger of the normally calculated days and the age-exception days.
Negative Balance Coverage: Negative balance is not allowed, Negative balance usage can be unlimited or Negative balance usage can be limited. For the limited option, enter how many days the balance may go below zero in Negative balance limit (days) (it cannot be 0). The explanation of an option is shown on the selected card.
Seniority extra days
Define extra days based on length of service: fill in Service year (years to complete) and Extra days (days to add) under the table and click Add; rows are listed as Seniority Time and Extra leave to be assigned and removed with the bin icon. A row applies from the entitlement date on which the employee completes that many years. Extra days do not add up; the extra of the highest threshold reached applies. You cannot add two rows for the same year.
Example (14-day base): when Period is At the end of the period, the 6th anniversary pays for the 6th year just completed. With the rows 6 years / +6 and 15 years / +12, the employee gets 14 days on anniversaries 1-5, 20 days from the 6th anniversary and 26 days from the 15th (Labour Law art. 53). With At the beginning of the period, the anniversary pays the coming year in advance, so the same amounts need a table that starts one year earlier (5 years / +6, 14 years / +12). This shift applies only to Yearly entitlement with Leave-based Entitlement Date; for monthly and First Day of the Year entitlement the table stays 5 years / +6, 14 years / +12. In a new category, if you have not edited the table, changing these settings switches the default table to match. If the age exception is on, the same section has a separate seniority table for employees under 18 and over 50 (Age Exception Seniority Table); it is used only while the age exception is on and is not sent while it is off.
Carry-over
Choose what happens to unused days at the end of the period; the explanation of the selected option is shown on its card, and limit and period fields open below it when needed. See Carry-over and expiry rules for details.
Request rules
Minimum days / Maximum days: the least and most days in a single request (0–365).
Calculation: Half Day / Full Day or Hours.
Waiting period: if ticked, new employees cannot request this leave until Duration (months) has passed.
Work Schedule Disabled: the employee's work schedule is ignored and calendar days are counted.
Official Holiday Calendar Disabled: public holidays are not deducted from leave days.
Define as Birthday Leave: the leave is at most 1 day and can only be used within Usage Range (Days) before and after the birthday (0–30).
Document Upload Required: a document is required with the request; the request does not reach approval until the document is uploaded.
Description required: a description is mandatory in the request.
In default leave groups, categories cannot be edited: the row opens read-only as Category details with a note at the top explaining this. Only Who can use it?, Exclude from severance pay and SSI missing day reason can be changed; they are saved immediately.
3. Assign the rule to employees
In the rule's row menu, click Assign to Employees (or Assign to Employees on the Assigned employees tab of the rule window; the button is off while the rule has no category).
Select the employees and click Apply.
The Assigned employees tab lists employees with their branch and department; you can search by name or department and use the pager at the bottom. A deactivated employee does not appear in this list or in the rule's employee count; the assignment is kept, and once reactivated the employee appears under the same rule again. When the rule is deleted, their assignment moves to the default leave rule.
The window shows this warning: "Attention! The new leave rule will take effect from the date of joining, and all entitlements for employees will be recalculated accordingly."
Result
Entitlements are calculated automatically every night at 03:00 and written to the employee's balance. Only active employees accrue. You can switch a category off with Deactivate and set the rule's main category with Set as Primary. A category with leave or entitlement records cannot be deleted; deactivate it to stop using it. Employees see the categories in the Leave Type list on the leave request screen.
Common problems
Symptom: A rule cannot be deleted or edited.
Cause: The rule is set as default or has employees assigned.
Solution: First make another rule the default with Make Default, or assign the employees to another rule. System (permanent) leave groups, and groups from which leave was taken or entitlements were written, cannot be deleted.
Symptom: Deleting a category shows "cannot be deleted because it has leave or entitlement records".
Cause: The category has leave requests or entitlement rows; deleting it would leave those records without a type.
Solution: Switch the category off with Deactivate.
Symptom: An employee cannot see a leave category in the list.
Cause: The category is set to Female employees only or Male employees only and the employee's gender does not match or is undefined.
Solution: Correct the employee's gender. The past balance is not deleted; it reappears after the correction.
Symptom: A monthly category set to At the end of the period shows no entitlement on the hire day; the first share arrives a month later.
Cause: At the end of the period the share is added once the month is completed: an employee hired on 1 February gets the first share on 1 March, then every month.
Solution: To add the share in advance at the start of each month, select At the beginning of the period in Period.
Symptom: An employee over 50 received a different number of days than expected.
Cause: While the age exception is on, the age-exception seniority table is used.
Solution: Check the age-exception table in the Seniority extra days section of the category form.