Planday offers the possibility of keeping track of your employees' holidays. It is possible for the employee to request vacation 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 a vacation 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 "+ Vacation account".
Name: Vacation, maternity, or similar.
Payment: Depending on the balance is the default options. 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 vacation 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will not be renewed automatically and you will need to manually create new accounts every year, when the old ones are out of date.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 vacation 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 the 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 vacation 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 vacation accounts
Go to Schedule > Vacation 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 Planday to calculate a day's vacation per week day, enter a value in the Hrs per month field in an employee's individual details. If the employees do not have a fixed value or 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 for Monthly salary and Hrs per month. You can also set a Monthly salary and Hrs per month value of 1 if needed.
When an employee has requested vacation and you have approved it, this will be marked below the schedule.
Approved vacation does not prevent you from scheduling an employee, but their name will be marked in red in the employee selector. If the employee has a shift during his or her vacation, for example if you roll out a template after the vacation was approved, it will be marked with an icon on the shift.
Editing approved vacation is not possible. Instead you can deny a vacation request and then create a new vacation request that meets the requirements. In order to deny a vacation request you can find it directly in the employee's profile, or under Schedule > Vacation & Overtime. Select the pen icon, and at the bottom of the request you have the option to deny it.