🎯 For advanced admins with full access to Planday. If you do not see this option as a manager, have your Planday admin assign you higher access.

💡 You can browse through the Table of Contents below to look for specific answers.

Leave balances

How can I view the overall accrued balances?

You can view them under Schedule > Leave accounts (or Absence account).

The accrued balance might appear lower than you expect. This is because the start of the period is set by default to the first day of the current month and not the start date of the spending or accruing period of the account.

In order to see the overall accrued and used balances you need to change the period to the start date of the accruing period until today’s date.

In the example above, the start date of the period is set to the first day of the current month and the balance accrued only shows 0.12 days.
By changing the start date of the period to the day when the employee should start accruing days and setting the end date of the period to today’s date, the employee has accrued 3.98 days.

💡 If no end date is selected, the system will take into account the end date of the spending period of the account.

In the leave template’s settings under Settings > Leave & Overtime > Account templates, if you’ve chosen the requirements for accrual to “No requirements, always accrue”,

you’ll be able to see an estimation of the overall hours/days accrued at the end of the accruing period in the leave account overview.

estimation overall balance accrued estimation.png

Why is the available balance of an absence account different than expected?

Suppose one of your employees has taken many holiday days. However, the available balance in the overview under Schedule > Leave accounts (or Absence accounts) is higher than you would expect. It could be that there are holidays approved in the future, and the period you selected in the overview doesn’t cover future holidays.
You would therefore need to change the period end date or remove it completely to have the correct available balance.

💡The account balance you see depends on the selected period.

See this example on Available balance before changing the period:

Available balance after changing the period:

Why can’t I see the initial account balance of a future absence account?

If you’re using automatic renewal of accounts and you have a fixed account whose validity date is set in the future, the start balance of this account will show 0 it’s because the period's start date is set to a date before the validity date of the account.
You would then need to match the period's start date to the account's start date.

Why is the available balance different on the app than on the web?

On the app, the available balance will include both the approved holiday in the future and the unapproved holiday but if you press on the account, you'll see a detail of:

the balance to date (without the pending requests) and

the available balance (minus the holiday taken)

Leave requests

Why can’t one of my employees submit a leave request?

It could be because of one of these reasons:

Does the employee have an active absence account? To check this, go to Schedule > Leave accounts (or Absence accounts) > enter the employee’s name in the search bar > select the Active filter in Account status and select the account’s current period. If no account appears, you need to assign one to the employee first (no absence request can be submitted without an absence account.
If the employee already has an active leave account assigned, another reason is that there is another request that overlaps. You can check this under Schedule > Leave requests (or Absence requests). If there is another request, reject it first before a new one can be submitted.

Why can’t I see all of an employee’s leave requests in the Leave Overview tab in the employee’s profile?

It’s probably because the period selected in the tab doesn’t include the future holiday days.

⚠️ The start of the period is set by default to the first day of the current month.

To see all of an employee’s leave requests change the start date of the period to the date the account is valid.

How can I make sure the leave requests go to the right manager?

Let's assume an admin has access to a specific department and should only be notified when an employee in the same department requests leave. You can achieve this by using the supervisor feature.

Inactive accounts

How do I delete Leave accounts / Account templates?

You can delete a Leave account template by going to Settings > Leave & Overtime > Account templates. Select the relevant account template from the list and click on Delete.

If you only delete the account template, this will not delete the leave accounts created from it, but they’ll become inactive.

Keep in mind that deleting an account template may result in the loss of all associated data.

You can delete a Leave account by going to Schedule > Leave accounts. In the account row, select the delete icon on the far right.

⚠️ You must first have processed all pending requests before deleting an account.

I reactivated some employees but I can’t book holidays on their leave account. What do I do?

When you deactivate an employee, their leave account is automatically deactivated and you can’t change the accruing and spending periods nor request a holiday on it.

You would need to reach out to our support team so they can help you make some changes to this account.

I reactivated some employees but on a different contract. What do I do with their absence accounts?

You would need to apply a new account and set the start date for accruing to the start date of the contract otherwise the system will take the hiring date of the employee.

Need more help?

Please search for answers in the 🔍 Help Center or watch our ▶️ video tutorials.
Contact our support team via the blue icon at the bottom if you have more questions.

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