Rules let you define some Restrictions against staff members and Minimum / Maximum Group Levels that help to manage leave more effectively.

There are 2 types of Rules - one for Staff and one for Groups.  

In a Staff type Rule, you can manage Restrictions between Staff. For Example you might set that Person A cannot be Off when person B is off*. Or you can set a Staff to Group Restriction. For example, Staff Member A cannot be off at the same time as anyone in the Finance Group, whilst also being able to Reverse the rule meaning that Staff Member A also cannot be off when anyone in Finance is off.

In a Group type Rule, you can set Group Minimum or Maximum Levels. For example you might have a group called Operations - and the Minimum Staffing Level is that 5 staff members must be in work on any given day, Or you can set a Group to Staff Restriction. For example, anyone in Finance cannot be off at the same time as Staff Member A.


  • From the Settings menu, select Rules, then Create new Rule.
  • Select the Rule type, Staff or Group
  • Depending on the type, you can Select either the person or Group
  • If it's a Group Rule, you can set the Minimum (minimum required in the group) and Maximum (maximum number of people off) levels
  • Set the action to take. The system can either just refuse the request or you can let the staff members Approver Decide.

Dont forget, if you use the GROUP staffing levels, you need to ensure you have set those Leave Types that are to be included in staffing level checks, You also need to choose which Leave Types are included in STAFF Restrictions as well.

  • From the Leave Menu click Leave Types
  • Find and click on the required Leave Type Name
  • On the Left click the Options tab
  • Under "Include in Min/Max Group Levels" tick the tick box and click Save.

This Leave Type will now be included in any checks when leave is booked in case it clashes with any setup Rules. 

Min Group Levels are also reflected on the Work Planner when looking at Manning Levels. If you setup a Min. Group Level rule for a particular Group that you need at least 5 people in the office on any given day, it will apply that Rule to Manning Levels on the Work Planner for each day of the week.

Within Rules you can also specify which days of the week the Rules take affect, i.e. You might always need at least 5 Engineers to be at work on a Monday through to Friday but you don't want to include Saturday and Sunday. Additionally to this you can include specific date ranges in the year where the restriction takes place, either setup to Repeat year by year, or be specific for 1 year only.

Title: Rules
Category: Leave
Posted: Saturday, 22nd Mar 2014
By: Phil Cross
Direct link:

View all knowledgebase articles

Stay connected - Latest blog posts


Posted on Tue, 23rd Jul 2019 Can your shift planner cope with part-time employees?

The number of professionals working part-time is on the rise, with more than 8.6 million people in the UK choosing this form of employment. Can your shift planner cope with part-time employees?

Posted on Mon, 22nd Jul 2019 How to plan the perfect shift: a 3-minute guide

Shift planning is a major pain point for many businesses. Mistakes are common, and the consequences can be huge: under-staffing, poor productivity, even legal consequences if you’re lacking team members with the right skills and qualifications to start work.

Posted on Thu, 18th Jul 2019 How to manage staff scheduling during summer holiday season

Summer has finally arrived – and we don’t just mean the weather. It’s the time of year when a huge number of employees take their annual vacation, and for many businesses, this can lead to shift planning nightmares.

Posted on Mon, 15th Jul 2019 The early 2020 UK May bank holiday will be moved to mark 75th anniversary of VE Day - Don't be caught out!

The early May bank holiday in 2020 for the UK will move from Monday 4 May to Friday 8 May to mark the 75th anniversary of VE Day which takes place on 8 May.

Start your long trial today get until Monday, 26th Aug 2019 absolutely FREE! No credit card, no setup fees and no hidden costs!