Overview
A leave type can be limited to certain employees using the leave rule's Who can apply condition. When that condition is based on an employee custom field, an employee can only see and apply for the leave type once their custom field is set to the value the rule expects. This article shows how to find the custom field a leave type depends on and set it on the employee's profile so they gain access.
Find the custom field the leave type uses
Step 1: Go to Leave > Configure > Leave Types. You will see the leave rules that have been set up.
Step 2: Open the leave rule for the leave type you are checking.
Step 3: Look at the Who can apply (applicable employee group) condition and note the custom field it uses and the exact value it requires — for example, custom field Leave Eligibility set to Yes.
Set the custom field on the employee
Step 1: Go to PIM > Employee List.
Step 2: Search for the employee and open their profile.
Step 3: Open the tab or section that holds the custom field. (Custom fields appear in the section they were set up under, often within Personal Details or a dedicated custom section.)
Step 4: Set the custom field to the value the leave rule requires, then click Save.
Step 5: The employee can now reopen Leave > Apply. The leave type now appears and can be applied for.
Notes & important behaviour
Note: Only a value that exactly matches the leave rule's condition grants access. A different value, or a blank field, keeps the leave type hidden from the employee.
Note: Who can edit the custom field depends on how the field was set up. In some configurations only an Admin can change it; in others the employee can edit it themselves from their own profile (ESS).
Note: Enabling the leave type only grants access to it. To give the employee a balance to use, add leave entitlement as well — see How to manage Leave entitlements for employees.