🎯 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.
If you're an employee and you're looking for answers about Holiday, you can go to Time off in our Planday app for employees - FAQs.
Leave balances
How can I export leave accounts' balances?
How can I export leave accounts' balances?
Export the available balance of your employees’ leave accounts by going to Schedule > Leave accounts (or Absence accounts).
Adjust the period to have the right balance.
Select the account status
In the Filters, choose which Departments, Employee groups, Employee types and Leave accounts you want to extract the report for.
Then click on Export in the top right corner
How can I view the overall accrued 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.
Why does the holiday balance in the leave accounts overview differ from the balance shown when you click on the individual account?
Why does the holiday balance in the leave accounts overview differ from the balance shown when you click on the individual account?
⬆️ When you click on a holiday account, Planday gives you the balance as of today. So if you want to see that on the leave accounts overview, you will need to enter today's date as the period end date. Otherwise, Planday will take into account future holidays and accruals.
Why is the available balance of an absence account different than expected?
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?
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?
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 and the unapproved holiday but if you press on the account, you'll see a detail of:
the balance to date (includes the approved holiday but doesn’t include the unapproved holiday) and
the available balance (includes both the approved and the unapproved holiday)
On the web version of Planday, the available balance doesn’t include the unapproved holiday.
I’ve deactivated an employee and I must pay their remaining holiday balance. How do I do that?
I’ve deactivated an employee and I must pay their remaining holiday balance. How do I do that?
You can export a leave account report. To do this, follow these steps:
Go to Schedule > Leave accounts (or Absence accounts)
Set the dates in the Period filter from the start of the accruing period to the day the employee is deactivated
Choose All in Account status
Click on Filters and choose the holiday account
Click on Export
The final column Leave pay - at the end day of the period filter in the export will give you the amount to pay.
It’s advised to delete their future holiday in order to get an accurate figure of the accrued leave that they are owed in their final pay. To do so, go to Schedule > Absence requests (or Leave requests) > Adjust the period filter > Choose the statuses Approved and Pending > Find the leave requests > Edit them and click on Deny.
I’d like to add a day to someone’s holiday account or deduct a day without actually booking them a holiday, can I do this?
I’d like to add a day to someone’s holiday account or deduct a day without actually booking them a holiday, can I do this?
Yes, you can. You just need to make a manual adjustment to the employee’s holiday account. To do this, follow these steps:
Edit the employee’s holiday account either from their profile in the Leave overview tab or from the Leave accounts overview under Schedule > Leave accounts (or Absence accounts)
In the Manual adjustments section, click on Edit
Add or deduct days or hours
Learn more about Manual adjustments in How to make adjustments to leave balance.
Leave requests
How can I export my employees' leave requests?
How can I export my employees' leave requests?
Export your employees’ overall leave requests for a selected period under Schedule > Leave requests (or Absence requests) > click Export.
You'll then be able to choose the date range you want to look at, the type of account (either accrued or TOIL) and the departments you want the report for.
Why can’t one of my employees request a holiday?
Why can’t one of my employees request a holiday?
It could be due to one of these reasons:
Check if the employee has an active absence account by going to Schedule > Leave accounts (or Absence accounts), entering the employee's name in the search bar, and selecting the "Active" filter in Account status for the account's current period. If no account appears, you must assign one to the employee first, as no absence request can be submitted without an absence account.
If the employee already has an active leave account assigned, another reason could be overlapping requests. To verify this, navigate to Schedule > Leave requests (or Absence requests). If there is another request, you must reject it before a new one can be submitted.
Can I restrict managers from approving their own holidays?
Can I restrict managers from approving their own holidays?
Yes, it's possible to prevent managers from approving their own holiday requests. You would need to reach out to our Support team so they can enable a setting for you.
How can I edit a leave request?
How can I edit a leave request?
To edit a leave request, go to Schedule > Leave requests (or Absence requests) > Adjust the period > Choose the approved or pending status in the Filter > Find the request and open it.
You can then edit a day’s impact.
Note: You can’t extend or reduce the date range of the holiday booked. You would need to deny the holiday and re-book it.
How can I delete an approved holiday?
How can I delete an approved holiday?
You can’t delete an approved holiday. You would need to deny it by going to Schedule > Leave requests (or Absence requests) > Adjust the period > Choose the approved status in the Filter > Find the request and open it > Click on Deny.
I get an error message when I try to deny a leave request. Why?
I get an error message when I try to deny a leave request. Why?
It could be because the absence account you’re trying to deny the request for is inactive. To check this, go to Schedule > Leave accounts (or Absence accounts), enter the employee's name in the search bar, and select the "Inactive" filter in Account status for the account's current period.
Why can’t I see all of an employee’s leave requests in the Leave Overview tab in the employee’s profile?
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 wrong time frame is selected.
Note: 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.
I cannot have too many employees on holiday at the same time. Can I set a limit on how many employees can be on holiday simultaneously?
I cannot have too many employees on holiday at the same time. Can I set a limit on how many employees can be on holiday simultaneously?
As of now, you cannot set such a limit. However, you can check the calendar view to get an overview of all the approved and pending absence requests within a specific time frame. To do this, follow these steps:
Go to Schedule > Leave requests (or Absence requests).
Choose the period you want to view.
Select "Pending" and "Approved" in the Status filter.
Choose the "Calendar view" from the dropdown menu.
You will be able to see all the approved requests (in green) and pending requests (in orange) within the selected time period.
Do you have to enter holidays taken on the schedule as well as having them as leave requests? What is the impact on the payroll export?
Do you have to enter holidays taken on the schedule as well as having them as leave requests? What is the impact on the payroll export?
You would need to apply a holiday shift type on top of the holiday booked if you're in at least one of the following situations:
You want the holiday hours to count towards the contracted hours
You're using the Xero integration and you're transferring the holiday date ranges to your Xero organisation. You can find more information about this in Map your Planday leave shift types to your Xero Leave types.
You would like to apply a holiday cost to your payroll costs in the schedule.
If none of the situations above applies, then you only need the holiday requests, without the shift type on top.
If you're also using the shift type on top, the holiday will show twice in the payroll report, once for the shift type and another time for the holiday request. To avoid this, you should do the following:
Apply a salary code to the holiday shift type
Go to Settings > Payroll > Prints > Ignore salary codes and insert the shift type's salary code that you'd like to ignore.
Note: This would only work for the csv and Excel formats of the payroll report.
Is there a way to include holiday hours on the schedule for each employee when looking at contract rules?
Is there a way to include holiday hours on the schedule for each employee when looking at contract rules?
Yes, there is. For this, you'll need to apply shift types to the days the employee is on holiday and make the hours count towards contracted hours by going to Settings > People > Contract rules.
Select the contract rule
Click on Shift types and select the holiday shift type that should count towards the contracted hours.
How can I make sure the leave requests go to the right manager?
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.
Is it possible to book a holiday even if you have not accrued the hours?
Is it possible to book a holiday even if you have not accrued the hours?
Yes, it's possible if you have enabled the option Allow negative balance in the Absence account template's settings.
Leave accounts
Why can’t I apply an absence account to an employee?
Why can’t I apply an absence account to an employee?
If you’re trying to apply an absence account to an employee but you can’t choose the employee’s name from the list, it could be because the employee doesn’t belong to the department, employee group or employee type the leave account template should apply to.
To solve this, you can follow these steps:
Go to Settings > Absence, Overtime, Vacation > Account templates
In the Assign section, check that the right departments, employee groups and employee types are selected.
How do I delete Leave accounts / Account templates?
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.
What happens if someone leaves and returns to work within the same leave year? When the employee returns, will the holiday accrual start from 0?
What happens if someone leaves and returns to work within the same leave year? When the employee returns, will the holiday accrual start from 0?
If the employee is deactivated, their leave account becomes inactive. Therefore, you'll need to create a new account for the employee by following these steps:
Go to Schedule > Leave accounts (or Absence accounts).
Set the period filter to cover the period from the start of the employee's inactive holiday account until the date when the employee was deactivated.
Choose the status Inactive.
Look at the Available balance; this represents the balance the employee had left on the date of deactivation.
If you haven't already paid out this remaining balance, you'll need to insert it as the start balance of the new account.
Apply a new leave account to the employee and, in the Opening balance field, insert the remaining balance from the old account.
I reactivated some employees but I can’t book holidays on their leave account. What do I do?
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 or assign a new Leave account to the employee.
I reactivated some employees but on a different contract. What do I do with their Absence accounts?
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.
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