Customizing your company's absence policies is an essential step in a team management.

In Holded you can create as many as you need, differentiating by type of absence and establishing the characteristics and requirements of each one, such as whether it deducts days or if it requires a proof of absence.

How?

1. Open the Control Menu, on the top right of your screen
2. Click on Settings
3. Go to Team
4. Select Time off Policies

By default, the system will provide you with the Basic model, which you can customize as you need.

Check this article in case of doubts about the fields to complete

Once the policies have been defined, you will need to determine the types of absences available to your employees.

You can use four types of absences already generated and configured: vacation, sickness, paternity or maternity leave and illness of a family member. You can modify them, according to your needs, or create new ones by following these steps:

1. From Settings>Team go to Time off types
2. Click on the button New time off type
3. Fill in the fields
   

   Access this article to find out what each option corresponds to

4. Click on the Create time off button

The second essential step is to organize your company by teams.

How?

1. Open the Control Menu, on the top right of your screen
2. Click on Settings
3. Access Team
4. Select Teams
5. Click on Create your first team
6. Name the team, assign a color and an icon, and define its leader.
7. Click on Create team

Once the absence policies have been configured and the teams have been organized, you will need to create a profile for each one of your employees.

How?

1. Access Team
2. Select Employees
3. Click on New employee
4. Fill in the fields with information about first and last name, e-mail and team.
5. Hit Create

After creating an employee's profile, you will need to complete it with preferences, personal data and accounting information.

To find out all the data available in an employee's profile, please see this article

How?

1. Click on the name of your employee from the list
2. From the quick view, click on Edit
3. Fill in the fields
4. Click on Save

Learn more about how to manage an employee profile here

In order for your company's workers to have access to My Zone, their personal space as employees, they will need a Holded user account.

If your employees do not have an account yet, you will need to invite them. The invited persons will receive an email with a link to access the platform.

How?

1. From Settings>Company account >User management, click on Manage roles
2. Click on the Invite users button at the top right of your screen.
3. Type in the email address of the person you want to invite
4. Select the user role to assign
   

   The Guest option will only grant access to My Zone. Learn here the difference between users and guests.

5. Click on Invite

Once your employees will have a Holded user account, you will need to link it to their profile.

How?

1. Access Employees from Team
2. Click on the employee's name
3. From the quick view, click the Assign user button to open the employee's tab
4. From the Employee user access drop-down menu, select the user account you need to match
5. Click Save

For each employee, you will have to register an employment contract and assign it to their profile.
By default, Holded offers you 6 types of employment contracts: Permanent, Temporary, Internship, Contractor, Agency and Training and Apprenticeship. 

If you need to create other types of contracts, you can do so from Settings>Team>Contract types.

How?

1. Go to Team and click on Contracts
2. Click on New Contract
3. In the creation modal, select the employee from the drop-down menu
4. Select the type of contract
5. Fill in the fields on title, dates, salary and timetable
6. Activate the contract
7. Upload a copy of the contract
8. Click on Create

You can consult your employees' absences, assign them to approvers, delete them and even create one on behalf of one of your employees.

How?

1. Go to Team and click on Time off
2. Click on Add time off
3. In the creation modal, select the employee from the drop-down menu
4. Choose the type of absence
5. Set the duration
6. Upload a supporting document if needed
7. Click on Create

Although payrolls are related to employee management, in Holded they are considered and accounted for as a company expense. For this reason, they will have to be created from the Expenses section.

How?

1. Access Expenses and click on Payrolls
2. Click on New Payroll
3. Enter the name of the employee
4. Enter the payroll date
5. Detail the items: Salary, Total S.S., Company S.S. Expense and IRPF
6. Add a description and Tags
7. Attach the payroll file
8. Click on Create

Delete the test payroll to avoid any discrepancy in your accounting.

How?

1. Go to Expenses and click on Payrolls
2. Select the payroll from the list
3. Click on Delete next to the trash can icon

Note that by deleting an employee, you will not be able to recover their data.

How?

1. Access Employees from Team
2. Click on the icon right next to the employee's name
3. Click on Delete employee from the bottom bar
4. Confirm the operation