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ℹ️ Important read: Get to know Planday's leave management to find out which leave set-up fits your needs.
✅ Required steps: How to create a fixed leave policy ; How to create an accrued leave policy.
Are you an employee? See How to apply for leave.
Once you've established leave policies, whether accrued or fixed, the next step is to apply them to your employees if you haven't opted for automatic creation. This guide demonstrates how to manually assign leave accounts to your employees individually or to an employee group.
How to automatically create leave (holiday) accounts for your employees
When creating a custom leave policy, you can select the checkmark Create automatically in step 3 of the set-up. This will create leave accounts for all eligible employees, including future ones.
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If you didn't select this option, proceed to the next section in this guide.
How to manually create a leave (holiday) account for an employee or group
If you have not chosen to automatically apply a leave policy to your employees when setting up leave rules. You can then apply the policy manually by creating leave accounts for them to request leave.
Go to Schedule > Leave accounts (or Absence accounts) > Manage leave > Create accounts.
Choose if you want to Create account for one employee or Create accounts for multiple employees.
⬇️ The example shows creating leave accounts for multiple employees, but the process is the same if you want to create an account for a single employee.
When creating leave accounts for multiple employees, you can choose to do it per department or for all departments.
Who do you want to create an account for?
Departments, Employee types, and Employee groups: If you choose to create accounts for multiple employees, use these options to control which teams can use the specific leave policy. For instance, if you only want leave available for a specific department, you can limit access with this option.
Start Date: Determine the date from which the employee begins accruing leave. If an 'employee hire date' is selected, it will be used automatically; otherwise, you can choose the employee's hired date or the same date for all employees. Accrual cannot occur before the policy's start date.
Accruing rate: This option is set in the main settings for the leave policy and is not editable for individual employees.
Opening balance - balance on the start date: Set an amount of days/hours the employee has accrued until the 'Accrues from' date. You can adjust this later for individual accounts.
Opening balance - balance used before the start date: Set an amount of days/hours the employee has taken until the 'Accrues from' date.
For fixed leave policies, if the 'Adjust the opening balance based on the hire date' option is enabled, the balance can be prorated based on the employee's hire date. Learn more in Prorated fixed leave accounts.
Max allowed carry-over to next period: (if allowed for the account): Indicate how many days the employee can carry over, if different from the policy.
Salary code - company paid: Add or edit the salary code for individual leave accounts. These codes will appear on your payroll reports in Planday, providing detailed information on leave and will be passed on to a payroll integration if connected.
Bank holiday calendar (or Public holiday calendar): Choose the bank holiday calendar to be used. Requesting leave on a bank holiday will not deduct leave from the balance.
Once you've selected your options, click Save. You can also modify your employee's leave values after leave creation.
Why can’t I create a leave account for an employee?
Why can’t I create a leave account for an employee?
If you’re unable to assign a leave account to an employee or can’t find their name in the selection list, it could be due to one of the following reasons:
The employee doesn’t belong to the applicable department, employee group, or employee type.
To resolve this:Go to Settings > Leave & Overtime > Policies.
In the Assign section, confirm that the appropriate departments, employee groups, and employee types are selected for the policy.
The leave policy has been deleted.
To verify this:Go to Settings > Leave & Overtime > Policies.
Choose the status "Deleted" and check if the policy is listed.
If the policy has been deleted, you’ll need to create a new one and then create a new leave account for the employee.
The employee already has an active or inactive leave account.
To check this:Go to Schedule > Leave Accounts.
Adjust the Period filter and set the Status filter to "All" to display both active and inactive accounts.
See related articles:
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holiday, Holidays Urlaub, ferie, semester, abse, absen, vaca, vacat, ferien, How to apply leave accounts to your employees