Before PTO can be used in Rhumbix, an Admin needs to configure the PTO options your company will use. PTO settings are primarily managed from Company Settings and individual Team Member profiles, with additional configuration in Project Settings or Group Settings when PTO is recorded using Cost Codes.
New to PTO and Company Holidays in Rhumbix? See Paid Time Off (PTO) and Company Holidays in Rhumbix for an overview of how they work.
🪣 Create PTO Buckets
PTO Buckets define the types of paid time off your company uses, such as Vacation, Sick Leave, Holiday, or Bereavement.
To create a PTO Bucket:
From the left navigation, expand Company Settings.
Select PTO Buckets.
Click Add Row.
Enter a name for the PTO Bucket.
Select the Bucket Type:
Cost Code – PTO is recorded as Timekeeping against a Cost Code.
Absence Type – PTO is recorded as an absence.
If you select Absence Type, select the applicable Company Absence Type.
Save your changes.
If the PTO Bucket Uses a Cost Code
If you select Cost Code, the Cost Code used for that PTO Bucket must be available in the applicable Project's Budget.
You can configure the Cost Code:
In Project Settings>Budget for an existing Project
In Group Settings for new Projects. When a new Project is added to the Group, Rhumbix automatically creates the configured Cost Code in the Project's budget and associates it with the corresponding PTO Bucket.
🏗️ Configure PTO Cost Codes for Existing Projects
For an existing Project, the Cost Code used for PTO must be included in the Project's Budget.
Open the applicable Project Settings.
Select Budget.
Add Row to add the applicable PTO Cost Code.
Save your changes.
For example, a Vacation PTO Bucket could be associated
with cost code 99 - PTO Hours.
🏗️ Set Default PTO Cost Codes for New Projects
You can also configure PTO Cost Codes in Group Settings so they are automatically applied when new Projects are created in that Group.
From Company Settings, select Groups.
Open the applicable Group.
Click Modify Group
Scroll down to PTO Buckets.
Find the applicable PTO Bucket.
Enter the Cost Code that should be used for that PTO Bucket.
Save your changes.
When a new Project is created in the Group, Rhumbix automatically creates the Cost Code budget item and associates it with the corresponding PTO Bucket.
💡 Note: Group Settings provide the default for new Projects. Existing Projects must be configured individually in Project Settings.
💰 Enter an Employee's PTO Balance
Once PTO Buckets have been created, employee PTO balances can be entered in the employee's Team Member profile.
Go to Modify for the applicable Team Member.
Select the PTO tab.
Under Accrued PTO, enter the employee's available hours for the applicable PTO Bucket.
Save your changes.
⚠️ Important -
Rhumbix does not calculate PTO accruals or automatically deduct PTO used from an employee's balance.
If an employee uses PTO, the balance displayed in Rhumbix must be updated manually or through the Public API.
The balance is informational and does not prevent PTO from being entered on a Timecard if an employee does not have enough hours available.
🌴 Add an Employee PTO Request
PTO Requests in Rhumbix are used to record an employee's approved or scheduled time off so it can later be included on their timecard.
Employees do not request PTO through Rhumbix, and Rhumbix does not provide an approval workflow. Continue using your company's existing process for requesting and approving time off.
Once the time off has been approved through your company's normal process, an Admin can add the PTO Request to Rhumbix.
Modify the applicable Team Member.
Select the PTO tab.
Under PTO Requests, add a new request.
Select the PTO Bucket.
Enter the Start Date and End Date.
Enter the number of Hours per day.
Save your changes.
PTO Requests can also be created through the Rhumbix Public API.
The PTO Request appears in Weekly View for the scheduled date, where it can be fulfilled and added to the employee's timecard.
💡 Note: Manually adding a PTO Request in Rhumbix does not send an approval request or notification.
🎉 Set Up Company Holidays
Company Holidays allow you to define paid holidays that apply to your employees.
Before creating a Company Holiday, make sure the PTO Bucket you want to use for holiday time has been created. See Create PTO Buckets earlier in this article.
To create a Company Holiday:
From the left navigation, expand Company Settings.
Select Company Holidays.
Click Create.
Enter a Name and, if desired, a Description.
Select the applicable PTO Bucket.
If the holiday should apply only to certain employees, configure the applicable Match Criteria:
Cohort
Union
Custom Fields
Add the holiday date or dates.
Enter the number of paid Hours for each holiday.
Save your changes.
Holiday hours are configurable and do not have to be eight hours.
If no Match Criteria are configured, the holiday applies to all eligible employees. Match Criteria can be used to create different holiday schedules for different groups of employees.
When an employee qualifies for a Company Holiday, a palm tree icon appears in Weekly View. The Holiday can then be fulfilled and added to the employee's timecard.
➡ For step-by-step instructions, see Use PTO and Company Holidays in Weekly View.
🔄 Using PTO with Your HR or Payroll System
If another system is your source of truth for PTO, you don't have to maintain all PTO information manually in Rhumbix.
The Rhumbix Public API can be used to send PTO information to Rhumbix, including:
Employee PTO balances
PTO Requests
For example, your HR or payroll system can continue to handle PTO requests, approvals, and balances, while approved PTO information is sent to Rhumbix for use during timekeeping.
Need Help?
If you have questions about setting up or managing PTO or Company Holidays, contact Rhumbix Support at support@rhumbix.com for assistance.