Once you have set up your acquisition period, you can monitor your teams' paid leaves from the HR tab.
In this article, you will find out :
How to read and understand this dashboard
How paid leaves are acquired and deducted
How to modify employee balances manually
How to track counter activity
How to export your teams' balances to date
How to read and understand the paid leave dashboard ?
Go to the HR tab > Paid leaves configuration (also accessible from the “paid leaves” section of the settings page !)
Select the location or team you want
Filter by contract type if needed : ongoing, inactive or all contracts
The board is composed of different columns, so let's take a closer look at each one :
Employees’ informations :
‣ First name, surname
‣ Location and default team
Acquisition period N-1 :
‣ Days acquired during the previous period
‣ Days taken from the balance of the previous period
‣ Balance remaining on the previous period (= acquired - taken)
Acquisition period N:
‣ Days being acquired and updated over the months
‣ Days taken during the current period
‣ Balance remaining on the current period (= acquired - taken)
Total leave balance including periods N-1 and N
Counter activity monitoring:
‣ Monthly acquisitions
‣ Leaves placed on the schedule (manual or after validation by manager)
‣ Deletion of "paid leave" absences on the schedule.
‣ End-of-period rounding details
‣ Any manual modifications on counters.
How are paid leaves acquired and deducted ?
To understand how your employees' paid leave balances will change, let's go back to basics !
For each of their contracts, your employees have a paid leaves counter, made up of an N balance (for the current period) and an N-1 balance (for the previous period). The balance is calculated by deducting what is taken from what is acquired.
👉 Acquiring paid leaves
During the night between the last day of the month and the first day of the following month, your employee acquires new paid leave. The acquisition for the current period therefore changes according to the monthly acquisition selected in the paid leaves configuration.
👉 Deduction of leaves
When an employee takes paid leave, then the paid leaves balance is deducted. The balance in column N-1 is deducted first, as this is the balance of leaves acquired in the previous period. The balance in column N is deducted as soon as the N-1 balance is at 0 days.
When a paid leave is indicated in the schedule, it will impact the "Taken" column once the due leave date has passed.
How do you manually change your employees' balances ?
When you activate your employees' paid leaves counters, you may find that the balances are not quite right for you, especially if you started your schedules during the acquisition period.
This is perfectly normal ! Paid leaves counters are pre-calculated on current contracts, according to :
The employee's contract start date
The configuration of your paid leaves
Paid leaves that have been added to the schedule
To modify the counters, select your location and team, then click on "Modify counters":
Modify the "Acquisition period N-1" column if needed, for example if your employee has to have more than one year's seniority
Modify the "N acquisition period" column if needed.
Don't forget to save!
How to track activity on paid leave counters?
Once you've set up your counters, you can track the actions performed on them: leave application, leave deletion, manual modification, monthly acquisition, etc.
To do this, go to the HR > Paid leave management tab, then click on "View details" next to each counter:
The page is structured as follows:
Action date on the left
Action name in bold type
Description in grey
Impact on counter in blue on right (except for balance transfers)
How do you export your employees' balances to date ?
You can export your employees' paid leave balances to the present day.
By clicking on "Export" in the top right-hand corner, you can download an export file in Excel format, either for active contracts or for terminated contracts!