User leave templates

Updated 2026-01-29 10:35:49 UTC Created 2026-01-29 10:21:11 UTC
ENABLE: to enable this feature, email support@easyemployer.com 

Overview

User leave Templates let you assign one or multiple roster templates to an employee. When you create leave for that employee, the system can create leave shifts to match the roster template.

When this feature is enabled, the system will stop creating leave shifts on days that are not allocated as having shifts as part of the employee’s leave template. This helps avoid leave shifts being created on days the employee does not normally work.

Contents

Demonstration

Assign Leave Templates to an employee

Use these steps to link roster templates to an employee.

  1. Go to Organisation -> Users.
  2. Select the employee.
  3. Click Leave.
  4. Under Leave Templates, click Add.
  5. Select the roster template, then click Add.
  6. Repeat for each roster template the employee works across.
TIP: If the employee works across multiple roster templates, add each one so the system can create leave shifts more accurately.

Creating leave

  1. Open the roster.
  2. Open a future period (planned leave in the future).
  3. Create a leave request for the required date range.
  4. Return to the roster period and review the created leave shifts.

Regenerate leave shifts

Planned leave can change between now and when the leave occurs. This feature includes a regenerate function to rebuild leave shifts.

  1. In the roster period, click the employee’s name on the left.
  2. Click Regenerate shifts on the right.
  3. Click Submit.

Shift generation order

When regenerating shifts, the system creates new leave shifts using the following order:

  1. Roster shifts, if they exist (if a roster is built in there, it matches that on each day).
  2. User leave templates, if configured (it refreshes based on the roster template, or the shifts in the template as they are now).
  3. Leave type configuration, as per the award configuration for that leave type.

Troubleshooting

Leave shifts are not matching the roster template

  • Confirm the employee has the correct roster templates assigned under Leave Templates.
  • If planned leave has changed, use Regenerate shifts and then Submit to rebuild the leave shifts.

A day no longer has a leave shift after regenerate

  • Check whether the shift has been removed from the roster template for that day.
  • If a roster shift exists on that day, regenerate can create a shift because a roster shift existed for that day.

FAQ

Can I assign more than one roster template to an employee?

Yes. you can assign one or multiple roster templates and repeat the add process for all templates the employee works across.

What does regenerate do?

The system deletes all existing leave shifts in the roster view range, then creates new leave shifts based on roster shifts if they exist, then user leave templates if configured, then leave type configuration as per the award configuration for that leave type.

Why are leave shifts no longer created on some days?

When this feature is enabled, the system no longer creates leave shifts on days that are not allocated as having shifts as part of the employee’s leave template. This prevents leave shifts being created on days the employee does not normally work.