Luna HR Docs

Policies

Luna HR's policy system lets you configure rules that vary across your organisation. Instead of setting one leave entitlement for the entire company, you can set a default and then override it for specific offices, departments, or teams.

How policies work

The basics

A policy is a set of rules attached to a level in your org structure. For example:

  • Company level — 25 days annual leave (the default for everyone)
  • London Office — 28 days annual leave (override for London employees)
  • Engineering Department — carry forward up to 5 days (additional rule for Engineering)

When Luna HR needs to determine what rules apply to an employee, it looks at their position in the org tree and merges all applicable policies from the company root down to their specific node. More specific policies override more general ones.

What policies control

Policies can configure settings for different modules:

Leave policies:

  • Annual leave entitlement (days per year)
  • Carry forward limits
  • Whether carry forward days expire
  • Maximum consecutive days

Expense policies:

  • Per-item spending limits
  • Whether finance authorisation is required
  • Default approver for high-value claims

Training policies:

  • Annual training budget
  • Whether approval is required for external courses

Setting up policies

Creating a policy

  1. Go to Company Structure in the sidebar
  2. Navigate to the org node where you want to set the policy (e.g. "London Office")
  3. Click the Policies tab
  4. Click Add Policy Override
  5. Select the module (Leave, Expenses, etc.)
  6. Optionally select a qualifier (e.g. a specific leave type)
  7. Configure the settings for this level

Example: different leave entitlements by office

  1. Set a company-wide default: 25 days annual leave
  2. Navigate to London Office > Policies > Add Override
  3. Set annual leave to 28 days for London
  4. Navigate to Manchester Office > Policies > Add Override
  5. Set annual leave to 26 days for Manchester

Now employees in London get 28 days, Manchester gets 26 days, and everyone else gets the company default of 25 days.

Provenance

When viewing an employee's effective policy, Luna HR shows where each setting comes from — so you can see at a glance whether a value is the company default or an override from a specific node.

For example:

  • "28 days — from London Office override"
  • "Carry-over: 5 days — from Company default"

Tips

  • Start with company-wide defaults — set sensible defaults at the company level, then only add overrides where needed
  • Keep it simple — the fewer overrides you have, the easier it is to understand what applies where
  • Check effective policy — use the Policies tab on any org node to see the merged effective policy and where each value comes from