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Garden Leave

  • 19 December 2023
  • 7 replies
  • 141 views

HI folks

I have searched for more information on this but can only come across this thread which only goes so far. I can’t find anything in the support pages.

For team members who are leaving the organisation but will be on garden leave for a period of time how are you managing this? 

The requirements would be that the employee

  1. Remains on payroll (so adding them to garden leave type for more than 1 month removes from payroll according to a support call I had - how do I reflect they are on on this leave type without removing from payroll?) 
  2. Continues to accrue annual leave as normal 
  3. Their leave during garden leave is not visible to any team members on the absence calendar - eg parental leave, annual leave etc
  4. Does not show as active on the employee list
  5. Does not show on the “At A Glance” widget on the home page
  6. Remains on headcount reporting till their termination date

How are you managing this? 

Thanks so much

7 replies

I
Rank
Userlevel 6

Hey @Volvic 

For your case, the scheduling of a leave period would not suffice here, as there are certain effects such as the stopping of salary payments and vacation deduction that would happen.

Therefore for your case, I would suggest setting up a new absence type for this scenario. You would ensure that once set up that you take away all access to this absence type in Settings > Employee Roles > Calendars so that no other employees can view it in their Absence Calendar or the At a Glance widget. For more information on this task, here is our guide on Grant your employees access to the Absence Calendar. 

The employee will need to stay active, as salary payments will be continued in this scenario. Therefore you will need to hide them from the public view and to do this you can set up a custom rule in Settings > Employee roles > Access rights > Personal data > Public profile. This way the employees cannot search or view this employee’s profile going forward. As they are active also, they will continue to stay on the headcount reporting and accrue annual leave. 

Therefore this is the best workaround we can do on Personio to ensure all of your points are met. The putting of the employee into an inactive status will not work based on the requirements given. If you have any follow up questions, I would be happy to answer them.

Best regards, 

Conor

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N
Rank

Hey! Is this still the best way to approach garden leave? Are there any plans on improving this?
We obv. want people on payroll and headcount-reports but not to be seen in org charts etc.

I
Rank
Userlevel 6

Hi @nx_reader,

Yes, this is still the best approach in this scenario.

Best,

Steve

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B
Rank

Hi Personio, 

I am trying to follow this process to get one person on Absence type Garden Leave, still with pay but not visible for the rest of the organisation. I follow you until the last step - I don’t understand how to make them invisible for the rest of the organisation. 

Happy to get your guidance.

Thanks,

Blenda

ps agree that Garden Leave should be a default setting as this is part of the daily life of an organisation and creates a lot of questions why “XY and Z are still active as they left 4 months ago...”

H
Rank
Userlevel 1
Badge +2

Hi - we have used the steps described above to successfully show someone as being on Garden Leave in Personio… but also agree that this should be a ‘built-in’ absence type 🙂

B
Rank

@HRJoy Maybe you could help me out - I have created the Absence typ “Garden Leave”, with no access for all employees but I get lost on the last step where I want to make the leaving employee “invisible”. How do you do the Custom setting? Thank you in advance, Blenda

H
Rank
Userlevel 1
Badge +2

@Blenda  - sure. 

  • Go to Settings > Employee Roles > All employees
  • Under Access Rights > Personal Data > Public Profile, in the ‘View’ column, tick Own and Custom, and click on the word ‘Custom’
  • In the pop-up window, in the first drop-down list, chose a unique identifier for the employee on garden leave (payroll no., or email for example, or whatever you use as unique ID)
  • In the second drop-down list chose ‘is not’
  • In the third drop down list, enter the unique ID for the employee on Garden Leave.

This should then make that specific employee ‘invisible’ to everyone else . Log in as an employee to double-check :)

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