From organisational policy to position-specific leave allocation

Managing staff leave accurately is a core part of effective HR operations. Petra Business Suites provides a flexible, policy-driven way to configure leave types at the organisation level and then assign leave entitlements to staff positions—ensuring fairness, compliance, and clarity across your teams.

This guide walks you through the complete flow: from enabling leave types in Organisation Settings to assigning leave days to individual positions.

Step 1: Enable Supported Leave Types (Organisation Settings)

Before assigning leave days to staff or positions, you must first define which leave types your organisation supports.

Navigate to: Settings → Organisation → Organisation Settings

Under Supported Staff Leaves, you can toggle leave types such as:

• Annual Leave
• Sick Leave
• Unpaid Leave
• Time Off In Lieu (if applicable)

Only enabled leave types will be available later when assigning leave entitlements to positions.

Tip: You can update supported leave types at any time. Changes apply instantly across the system.

Step 2: Navigate to Manage Positions

(See image: “navigator to manage positions.jpg”)

Leave days in Petra are position-based, not arbitrary per user. This ensures consistency—any staff member assigned to the same position follows the same leave structure.

Go to: HR / Admin → Positions → Manage Organisation’s Positions

On this page, you’ll see a list of all defined positions, including:

• Position name and alias
• Expected working hours per week
• Rank and cost per hour
• Existing leave allocations (if any)

Step 3: Add Leave Days to a Position

To assign leave days:

1. Locate the position you want to configure (e.g., UI/UX Designer, Consultant, Project Manager).
2. Click Add Leave Days.

A modal window opens where you can:

• Select the Leave Type (from enabled organisation leave types)
• Specify the Number of Days (e.g., 13 days annual leave)

Click Update to save.

Step 4: View and Edit Assigned Leave Days

Once leave days are added, they appear as tags or badges directly on the position row (e.g., Annual Leave – 13 days, Sick Leave – 5 days).

You can:

• Click to edit existing leave allocations
• Add multiple leave types to the same position
• Remove or adjust leave days as policies evolve

This visual approach makes it easy for HR admins to audit leave structures at a glance.

How Leave Configuration Ties into HR Operations

Configuring leave types at the position level unlocks deeper automation across Petra:

• Leave Requests: Staff can only request leave types supported by their position.
• Accurate Leave Balances: Leave deductions are calculated correctly based on assigned entitlements.
• Policy Enforcement: Different roles (e.g., junior vs senior staff) can have different leave structures.
• Reporting & Compliance: Leave data feeds into HR reports for audits, payroll, and management reviews.

Best Practices

• Define leave policies clearly at the organisation level before assigning positions.
• Use positions (not individuals) to manage leave—this keeps HR scalable.
• Review leave allocations annually or when organisational policies change.
• Combine leave settings with working hours and timesheet rules for full HR consistency.

In Summary

Petra Business Suites makes HR leave management structured and intuitive:

1. Enable supported leave types at the organisation level
2. Assign leave days to positions, not individuals
3. Automatically apply entitlements to all staff in those roles
4. Edit and audit leave policies visually and confidently

With this approach, Petra ensures your leave management is fair, transparent, and aligned with real organisational roles— reducing manual errors and strengthening HR governance.