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How can I add paid leaves to the schedule ?

It's never easy to know how to indicate your employees' vacations on the schedule? We explain it all in this article 🙂

Julie avatar
Written by Julie
Updated over a week ago

How to find out the calculation basis for paid leave?

Check whether your company operates on business days or working days. Don't hesitate to check out this article ! 👈

The change can be made in your Settings > Locations & schedules > Labour settings.

How to schedule paid leave?

Paid leave begins on the first day of the employee’s absence and ends on the last day before returning to work.
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​For example : if your employee works Tuesday to Saturday and takes a week of paid leave, the leave should be scheduled from the Tuesday to the following Monday.

It's important to set up the paid leave absences in one go, indicating the start and end dates. This will enable you to have a fair calculation of the leave to be deducted and a single absence line in your payroll report.

If your employee wishes to take paid leave, but has already worked their contracted weekly hours during the other weekdays, you should indicate a weekly rest day. It wouldn't be fair to deduct paid leave when the employee has already worked their contracted working hours. This will also save you having to pay for overtime.

Let's take a few examples.

👉 For Colette, who is taking a full week off:

  • In 5 business days : We count it 5 days of paid leave.

  • In 6 working days : We count it 6 days of paid leave.

👉 For Abby, who works 4 days and takes Friday, Saturday and Sunday off:

  • In 5 business days : We count it 1 day of paid leave as she works 4 days. The Saturday and Sunday are implicit weekly rest days.

  • In 6 working days : We count it as 2 days of paid leave as she works 4 days. The Sunday is an implicit weekly rest day.

👉 For Katie, who is resting on Monday and Tuesday. She is working on Wednesday and Thursday and has the rest of the week off:

  • In 5 business days, just like in 6 working days, we count 3 days of paid leave because she only works 2 days this week.

What if my paid leave includes a public holiday?

A public holiday should not be counted as a day of paid leave

If your employee wishes to take paid leave on a public holiday, it's best to add it directly on the schedule:

Start by managing the public holiday:

  • If the holiday occurs on a normal rest day, you can add a "Weekly rest" absence.

  • If the holiday occurs on a day normally worked, add a "Public Holiday" absence.

Then, exceptionally, set the paid leave in 2 periods, respecting the basic rule: the leave begins on the first day of absence, normally worked, and ends on the day before their return to work.

📸 A picture example ?

Take Mary and Hélène, who both took paid leave over the week of the French National Day.

The public holiday occurs on a Friday, a working day for Mary and a usual rest day for Hélène.

To find out how this will affect your employee's paid leave counter, click here !

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