Once your overtime and bank rules are configured, you must assign employees so the rules apply.
The Employees tab in Pay Policies lets you add employees individually or in bulk, set their start date and transfer their bank balance if necessary.
Important: The Pay Policy start date can only be changed retroactively to employees up to one year before the current date, through either the web platform or the API. Because this change may affect the Hours Bank, correct earlier periods through balance adjustments and apply the correct configuration to the most recent year. For questions about the impact or the required adjustments, contact Support.
It is crucial to add employees only after all policy settings are complete, because once employees are added the rules cannot be edited.
You can also set a default policy, deactivate a policy or transfer employees between policies.
Create a pay policy (if needed)
Click Pay Policies in the menu and select + New Policy.
Enter a title and click Create.
Configure all rules (Extra Hours, Banked Hours, Night Shift, Tolerance, On Call).
Access the Employees tab
In the policy, select the Employees tab.
Ensure all settings are saved before continuing.
Add a single employee
Click Add Employees.
In Select Employee, type the name or email and select the employee.
Set the Start Date: from when the rules apply.
If the policy uses banked hours and you want to keep the employee’s balance, check Transfer remaining bank to the new pay policy (available only when the bank configurations match).
Click Add to confirm.
Add multiple employees
In the search field, click Select multiple employees.
A list appears; click all desired employees.
Click Move to select them and Select all to confirm.
Set the start date and click Confirm.
Set a default policy
In the list of policies, hover over the desired policy.
Click the three dots (ellipsis) and select Make default.
New employees will automatically follow this policy.
Transfer employees between policies
To transfer, remove the employee from the current policy and add them to the new one with a start date.
To transfer the bank balance, ensure both policies have identical configurations (bank active, non-cyclical, same phases and limits).
Otherwise, the balance will be reset when transferring.
Deactivate or edit a policy
In the policies list, hover over the policy and click the ellipsis.
Select Deactivate to inactivate the policy.
To edit, click on the policy name.
Remember: certain edits are not allowed after adding employees.
“Validation failed” error when adding employees to a Pay Policy
The Validation failed message may appear when one or more employees have a locked Payroll period on the Start date selected for assignment to the Pay Policy.
To fix it:
- Check the Start date entered when adding the employees to the Pay Policy;
- Go to Payroll;
- Locate the closing period that includes that date;
- Identify the employee whose period is locked;
- Unlock the period in Payroll;
- Return to the Pay Policy;
- Try adding the employee again using the desired Start date.
Important: when adding multiple employees at once, it only takes one employee with a locked Payroll period on the selected date for the entire operation to display Validation failed. For example, when adding 500 employees, a single locked period can prevent the action from being completed for everyone.
Tips and troubleshooting
- Add employees only after completing all configurations; changes will no longer be possible afterward.
- When transferring a balance, confirm that the Hours Bank settings (activation, recurrence, phases, and limits) are identical; otherwise, the balance will be reset.
- The error occurs when using a retroactive date: check whether the Payroll period is already locked for any of the selected employees.
- I am adding many employees at once: if the operation fails, review the closings under Payroll, as a single employee with a locked period can prevent the entire assignment.
Best practices
- Define a default Pay Policy to prevent employees from being left without rules.
- Periodically review the employee list to make sure everyone is assigned to the correct Pay Policy.
- Keep a record of Start dates and transfers to facilitate audits.
- Before making a retroactive assignment to a Pay Policy, confirm that the corresponding period is unlocked in Payroll.
- For bulk assignments, validate employees' periods before starting the change.
Frequently asked questions
- Can I add employees before completing all configurations?
No. Add employees only after completing the rules; later changes will not be allowed. - Can I transfer the Hours Bank balance when changing Pay Policies?
Yes, as long as the settings in both Pay Policies are identical (Hours Bank enabled, non-recurring, and the same phases and limits). - Can I edit a Pay Policy after adding employees?
Only some minor settings. The main rules, such as phases, percentages, and Hours Bank settings, become locked. - Is there a limit to the number of employees in a Pay Policy?
No. You can add as many employees as necessary. - What happens if I remove an employee from the Pay Policy?
They immediately stop following that Pay Policy's rules and will need to be added to another active Pay Policy. - Why does “Validation failed” appear when adding employees to a Pay Policy?
One or more employees may have a locked Payroll period on the selected Start date. - Can a single employee with a locked Payroll period prevent everyone from being added?
Yes. Even when adding a large number of employees, a single locked period can cause the entire operation to display Validation failed. - Where should I unlock the period?
Unlock it under Payroll, in the closing period corresponding to the Start date that will be used in the Pay Policy.
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