Planday offers the possibility of keeping track of your employees' holidays, allowing them to request time off for a specific day or period. As a manager, you will receive a notification about the request and can take action immediately.

Please note, that at this time, if an employee makes an absence request through the mobile app, a notification may not be triggered.

Set up the account type

Before you can start using the vacation module, you need to create an absence type.

Go to Settings > Absence, Overtime, Vacation > Account types and select Create account.

Name: could be Vacation, Maternity, or similar.

Payment: Depending on the balance is the default option selected. You should keep this option unless you are working with monthly paid employees and need to use vacation without payment.

Initial value: We recommend '0', but some monthly paid employees start a vacation year with 25 days. It is possible to change this value for the specific employee.

Cut-off date: We recommend '01 / 01' which references the Absence account starting and ending on the first of January. If May 1st is your country standard, the value should be '01 / 05'.

Renew automatically: We recommend 'Yes'. If you leave this unchecked the account will not be renewed automatically and you will need to manually create new accounts every year, when the old ones are out of date.

Allow negative balance: We recommend 'Yes'. If you leave this unchecked the account will not allow a negative value. If one employee has a balance of 5 days and makes a request for 7 days, the employee cannot apply for time off in that period as the cost exceed the balance.

Settings: If you have more than one account and you want your employees to use one account type before they can use another account type, this is where you adjust this.

Department, employee groups & employee types: These options make it possible to limit which employees can use the specific vacation account you are creating. For example, if you only wish to use vacation in a specific department, you can limit access with this option.

Bank holiday calendar: If your Planday company has a holiday calendar set up it is possible to link the calendar to the vacation account. Once your bank holiday calendar is associated, it will affect the cost for created/requested vacation. For example, an employee has requested time off from Monday to Friday (5 days). If Tuesday is a bank holiday, the suggested cost will be 4 days instead of 5 days.

Remember to save the account type before exiting.

Create the employee Absence accounts

Go to Schedule > Absence accounts > Create account (for one employee at a time) or Create accounts (create multiple accounts at a time)

When the account is created the Start balance can be adjusted if needed.

Please note: If you want a day's vacation to be calculated automatically in relation to a weekday, you'll need to specify the working hours per month in an employee's individual details (from People > Employees > edit employee > Hrs per month).

If your employee does not have a fixed requirement for working hours per month or if they are hourly paid, we recommend entering '1' and saving.
This also applies if the vacation should be deducted from PDF and Salary reports that you wish to generate.

In this case, the employee should have a value set both for Monthly salary and Hrs per month.

You can also set a Monthly salary and Hrs per month value of 1 if needed.

Approved vacation

When an employee has requested time off and you have approved it, this will be marked in the schedule.
Approved time off does not prevent you from scheduling an employee, but their name will be marked in red in the employee selector. If you assign a Shift to an employee during their time off, you will notice an icon on that shift letting you know that you need to adjust the Schedule.

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