How Do I Limit Users' Leave Duration?

Managing a team is not an easy task, especially when vacation season comes around. With all Users trying to take a leave, you might want to ensure that everyone gets the same chance to take a rest.

Leave Duration Limit add-on allows you to limit the time Users can take during a specific time period. This should allow you to plan out tasks for the team even when the vacation season comes.

Example: we'll set a 2 week (10 day) leave duration limit for the summer months (June - August). During this period, a User can take 10 days of leave in total, but they can split them however they want to. They can take a 2 week leave at once or take two 1 week leaves at different times. We'll use the minimum leave duration days field to manipulate how much flexibility the User has to separate the leaves.

Let's set it up!

Go to the Vacation Tracker Dashboard - app.vacationtracker.io/signin

On the left-hand side click on Add-ons

Select Leave Duration Limit

In case you haven’t subscribed to the Leave Duration Limit add-on yet, go to Discover more add-ons and select Leave Duration Limit there

Click on Create policy in the top-right corner

Fill in the options

**Name ** - Enter the policy name
Period - Select what time period the policy covers
**Recur annually ** - Choose if the policy will be applied in the following years as well
Minimum leave duration days - enter the shortest leave duration for this period (for example, we set 5 days to be minimum, in order to ensure Users are taking at least one week at a time)
Maximum leave duration days - enter the highest number of days a User can spend during this period
Auto-reject response - Enter a message that the Users will receive when the leave requests exceed the limit (this field is automatically filled but you can edit the message)

Choose who this policy applies to

Apply to all Users - If you select No, you'll be able to filter the Users in order to apply the add-on to a specific department, location or label
Filter by - Choose which locations, departments and labels this applies to (you can select multiple options)
Leave Types - You have an option to select the leave types this will be applied to (for example, you might want to limit Vacations, but allow Users to take Sick Days if necessary)

Once everything is set, you'll see a summary of the add-on you created at the bottom. If you're happy with how everything looks, click on Save.
After you've created your first policy, you'll be able to review them by opening Add-ons > Leave Duration Limit. You can deactivate or delete the policy there, with an option to edit the details being available if you click on the policy name.

You can limit the number of Users that can take a leave at the same time with this add-on: How do I set the Maximum Users Away add-on?To learn about other add-ons we offer, please take a look at this Helpdesk article: Guide: What Automations does Vacation Tracker offer?

Updated on: 03/03/2025

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