How to activate your teams' paid leave forecast balances ?
The first essential step is to activate your holiday counters! If you haven't already done so, you can catch up here 👈
Otherwise, let's get on with it !
By default, only admins have access to the paid holiday counters. Directors and managers can also be given access. Even if you don't give them this access, they'll still be able to see the forecast paid holiday balances when processing their teams' requests !
Head to Settings > Preferences > Personnel Management to activate their access :
How does it work ?
You'll find the forecast balances when you process your employee's request for paid leave, from Leave Requests > To process :
Let's take a closer look at the various figures in the forecast table that opens up :
Balance to date : It's your employees' paid leave counter at this date
Balance before taking : It's your employees' paid leave balance before approving any time-off
Days balance : This indicates the number of days that will be deducted for this leave
Balance after taking : This indicates the remaining balance the day after the paid leave is taken
Good to know :
All these figures are dynamic and change accordingly to the changes as well as the paid leaves added or deleted on the schedule, or according to the date on which they are viewed!
- If the leave request is in between 2 acquisition periods (e.g. from 28 May to 4 June 2023), then the rounding due to the change of period is accounted for in the balance after taking. 👍
This table only takes into account paid leave scheduled and validated before the start date of the paid leave. An absence already validated in the future is not counted in the request currently being processed.
For example, if your employee has requested leave from 24 July to 27 July 2024 and from 29 July to 4 August 2024, it is advisable to process them chronologically. If you process the week of 29 July before the period of 27 July, this is what will be displayed for the request of 27 July :
Need some examples ?
Theory is great. Now let's get some practice !
In this example, you are set up in working days (6 days) and today is the 14th July.
Abby has requested paid leave from Friday 26th August until Wednesday 31st August.
Abby’s balance to date (when checking this request) is currently 34.5 days.
For the balance before taking, we add Abby’s balance to date to the acquisition before the first day of leave. Between the 14th July and the 26th August , Abby will acquire an additional 2.5 days of leave.
So 34.5 + 2,5 = 37 days
If you approve this leave, 6 days will be deducted.
For the balance after taking, we deduct the balance before taking, to the amount of paid leave taken.
Here 37 - 6 = 31 days.
How about a second example just to make sure ? You are set up in working days (6 days) and today is the 14th July.
Amy has requested paid leave from Friday 26th July until Wednesday 31st August so 12 days will be taken.
Amy’s balance to date (when checking this request) is currently 16.5 days.
For the balance before taking, we add Amy’s balance to date to the acquisition before the first day of leave. Between the 14th July and the 26th August, Amy will acquire an additional 2.5 days of leave.
The August acquisition will not be taken into account as her leave begins before the evening of the 31st August.
For Amy’s balance after taking, we have (16.5 + 2.5) - 12 = 9.5 days.
Our paid leave forecast now has no secrets for you ! And you're all set to go on holiday ! 🌴