RotaCloud has a full TOIL (time off in lieu) management tool which allows you to give staff a separate leave allowance for TOIL and track what they earned their TOIL for.

TOIL stands for Time Off in Lieu. This is assigned typically when an employee works additional hours and, rather than being paid for them, is given their time back as leave instead. This is typically used for staff who are salaried and required to work an ad hoc shift.

In order to use TOIL in RotaCloud, you'll first need to enable this setting - this can be done by any Admin user. To do so, click the cog icon to access your account settings and the scroll down to the 'Leave' section. You'll need to tick the box 'Allow employees to accrue TOIL' and can then proceed to use add TOIL for your staff.

TOIL can be assigned to an employee in their profile by an Admin or Manager* user. To do this, go to the Company tab and select the employee you would like to assign TOIL to. From the menu on the left, select 'Time off in lieu'.

Click the blue plus icon to add a TOIL record - this is adding in when the additional shift was worked and so when the TOIL hours were earned.

Add in the number of hours of TOIL the employee has earned, select the leave year you'd like to add the TOIL to (in their allowance), then complete the optional additional details of when the TOIL was earned (the additional shift they worked), the Location they worked at, and any comments.

Once done, click 'Add TOIL'. The employee will then see they have hours in their TOIL allowance and can make a TOIL request the same way they would a regular leave request.

Employees can make leave requests using their TOIL allowance as soon as you have assigned it. This is actioned in the same way as any other leave request. In addition to this, you can also manually add TOIL leave for your employees. This done in the same way as adding any other leave but ensuring you select 'TOIL' as the leave type. This will then deduct from their TOIL allowance.

The quickest way to do this is directly on the Rotas page. Click your Rotas tab and find the employee and date(s) you'd like to add TOIL for. Next, click the three dots at the bottom of the shift box. (These will appear when you hover the shift box).

From the dropdown menu, select 'Add leave'.

You'll then see the leave modal - the employee and start date will already be filled in based on the Rotas section you click (but this can be changed if needed). You can then select TOIL as the leave type, enter the end date (if different), enter the number of hours you'd like to deduct from their toil allowance, if it's paid or unpaid, and an optional message to the employee.

Once you've entered the TOIL details, click 'Add leave' at the top of the page and it will show on your Rotas and Leave page and will be visible to the employee.