Eligibility rules

Updated by Leigh Hutchens

Eligibility rules are rules that define if an employee is eligible for a generated item within Quinyx WFM.

The eligibility rules can be added to the bank holiday rules on agreement templates as well as compensation rules. You can read more about compensation rules here.

Currently, the eligibility is only supported together with bank holiday rules on agreement templates and not standard bank holidays.

Eligibility definitions

This part will explain what the different parts of the Eligibility rules are named, how they work, and what options currently exist.

We can use an example to be able to define the different parts:

An employee is only eligible for a bank holiday reimbursement if the employee has worked at least 45 days during the last 5 weeks before the bank holiday.

In the example above we can break it down into the following parts:

  • employee condition: Has worked at least
  • condition amount: 45
  • employee period: days
  • period condition amount: 5
  • period condition type: weeks
  • The option also exists to choose if absences defined as worked time should not be counted into the above condition amount

Employee condition

The following employee condition options below are available to you. In our example above we used: Has worked at least:

  • Having been employed at least.
  • Has worked at least.
  • Has worked the same weekday as the bank holiday.
The default definition for a working day is: A day that has on ore more shifts that has a punch that is counted as worked hours, a day with only one or more punches, or a day with one or more absences that counts as worked hours. Options for this exist under Additional options below.

Condition amount

This is the amount corresponding to the employee's condition. In our example above: 45

Employee period

Employee period options are as follows and correlate to the condition amount. In our example: Days

  • Days - Calculates the number of days back from the defined bank holiday.
  • Weeks - Calculates the number of weeks (7-day periods).
  • Full weeks - Calculates the number of full weeks. Where a full week is defined as a complete "Monday-Sunday" period if the first day of the week is set to Monday.
  • Full months - Calculates the number of full months.

Period condition amount

This is the amount corresponding to the period we want to check the condition against. In our example: 5 (as in during the last 5 weeks)

Period condition type

Period condition type options are as follows. This is corresponding to the period we want to check the condition against. In our example: Weeks (as in during the last 5 weeks).

  • Days
  • Weeks
  • Full weeks
  • Full months
  • Same weekday

Additional options

There are options that can be selected

  • countAbsences (default value = true)
    • This setting decides If the absence that is configured as worked time should be taken into account when calculating worked time. For example, the number of working days worked would then include these absences as well.
  • allowedAbsences
    • This setting allows for defining what absences should be counted as worked time. Absences defined will be counted as worked time. Note : This setting cannot be used if countAbsences = true
  • overrideCountAsWorkedHours (default value = false)
    • This is a setting that, if defined as true, will count all punches as working day ignoring shift settings.
  • virtualShiftsAsWorkedTimeDay (default value = false)
    • This is a setting to decide if a virtual shift (from a salary compensation rule) should count as a worked day in the employee condition.
When using virtualShiftsAsWorkedTimeDay Quinyx WFM currently only supports checking 10 outcomes for virtual shifts. This means that if this setting is used, then the period condition amount needs to be limited. This limitation is depending on the number of bank holidays before the actual bank holiday. There is no limitation when it comes to regular shifts and absences, only shifts created virtually.

Steps to create a bank holiday rule

Step 1: Create an eligibility rule

This is currently not available through the GUI but only through our existing SOAP APIs. We plan to add this to Quinyx WFM GUI moving forward.

Example request in SOAP API for the above example. You can copy it from below.

<soapenv:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:soapenv="http://schemas.xmlsoap.org/soap/envelope/" xmlns:uri="uri:FlexForce" xmlns:soapenc="http://schemas.xmlsoap.org/soap/encoding/"> <soapenv:Header/> <soapenv:Body> <uri:wsdlUpdateEligibilityRules soapenv:encodingStyle="http://schemas.xmlsoap.org/soap/encoding/"> <apiKey xsi:type="xsd:string">API key of main unit</apiKey> <eligibilityRules xsi:type="flex:EligibilityRules" soapenc:arrayType="flex:EligibilityRule[]" xmlns:flex="http://app.quinyx.com/soap/FlexForce"> <item xsi:type="tns:EligibilityRule"> <name xsi:type="xsd:string">45 days in 5 weeks</name> <employeeCondition xsi:type="xsd:int">2</employeeCondition> <employeeConditionAmount xsi:type="xsd:int">45</employeeConditionAmount> <employeePeriodType xsi:type="xsd:int">1</employeePeriodType> <periodConditionAmount xsi:type="xsd:int">5</periodConditionAmount> <periodConditionType xsi:type="xsd:int">2</periodConditionType> <countAbsences xsi:type="xsd:boolean">true</countAbsences> <allowedAbsences xsi:type="xsd:string"></allowedAbsences> <overrideCountAsWorkedHours xsi:type="xsd:boolean">false</overrideCountAsWorkedHours> <virtualShiftsAsWorkedTimeDay xsi:type="xsd:boolean">false</virtualShiftsAsWorkedTimeDay> </item> </eligibilityRules> </uri:wsdlUpdateEligibilityRules> </soapenv:Body></soapenv:Envelope>

Read more about our SOAP APIs here.

Step 2: Create a bank holiday on an agreement template

This is done from Account settings > Agreement templates > [selected agreement template] > Bank Holidays > Add/Edit Bank Holiday.

Read more here about how to add bank holidays to agreement templates.

Step 3: Connect the eligibility rule to a bank holiday rule

This is done from Account settings > Agreement templates > [selected agreement template] > Bank Holidays > [Selected bank Holiday] > Bank holiday rules > Add/Edit rule.

Read more about bank holiday rules here.

It does not matter if you create the bank holiday or eligibility first you can still connect a "new" eligibility rule to an existing bank holiday.


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