Create Absence accounts for your employees
Go to Schedule > Absence accounts
Click on ‘Create’ > Create for multiple employees (or for one employee if needed)
Choose the Account type and click next.
Step 2: (for accrued vacation accounts):
Departments: filter which employees to have a vacation account created based on departments
Employee types: filter which employees to have a vacation account created based on their employee type.
Accrues from: The date the employee should start accruing vacation from. If there's set a ‘Hired date’ for the employee, this will automatically show here. You can choose another date if needed.
(Note: an employee can never accrue before the account accruing start date.)
Accruing rate: is not editable for a single employee, only in the main settings for the account type.
Start balance - balance on the start date: x amount of days/hours the employee has accrued until the ‘Accrues from’ date.
Start balance - balance used before the start date: x amount of days/hours the employee has taken until the ‘Accrued from’ date.
Carry over (if this is allowed for the account): how many days this employee can carry over (if it’s different than the rule).
Bank holiday calendar: select which bank holiday calendar to be used. Requesting a vacation on a bank holiday will return “free” and will not deduct a vacation day from the vacation balance.
See Absence accounts
Once the account for this employee is created, you will see it in the list under Schedule > Absence accounts. If it’s not visible, you will need to change the time period in this page (it only displays the accounts that’s in the chosen period).
The period is default set to last full month.
It will show all employees, their respective accounts and 4 different key numbers.
1: Start balance: tell how many hours/days the employee had entering this given period.
2: Vacation accrued: tell how many hours/days the employee have accrued in this given period.
3: Vacation taken: tell how many hours/days the employee have taken in this given period.
4: Remaining balance: tell how many hours/days the employee had at the end of this given period.
In a month (or any other desired time interval) you can see who have taken vacation and how much.
You can set the period from start date of a vacation year to last day of a vacation year and see an nice overview of how much each employee have accrued so far and also how much each employee still needs to spend before vacation year ends. - this way you can see a bit into the future based on predictions only of cause.
Employees can request time off using the Planday app or through the web client, from Home > Your Vacation.
Similarly, approving or denying requests is possible for managers on both platforms.
To apply for time off through the app, navigate to Account > Time Off
Under Time off, employees will be shown a list of their time-off accounts with their respective balances and validity periods, their pending time-off requests, and a list of all the previously approved and/or denied requests.
The employees will be able to apply for time off by selecting Request then choosing a single date or a date period via the calendar. If they have more than one time-off account with no priority order set they will be able to choose which account they wish to withdraw days from. Before submitting they will see their balance before the request, and the balance after the request. They will also be able to leave a note for the manager who will approve or decline the time-off request.
Once the request is sent, it will appear immediately in the Time off screen’s pending request list.
Pending and approved time off requests will not deduct the balance of the time off account(s) in this overview screen until the date that the time off is due to take place.
Approve / Decline absence
To see and approve /decline the vacation requests go to Schedule > Absence requests.
Here you will find a list of the requests.
To approve/deny a vacation request, click on the row of the request. Here you will get an overview of the request:
Created: Date and time when the request was created
Status: Requested, approved, or Denied
Name: Name of the employee
Period: Requested period and estimated deduction
Total account impact: Impact the approval of the request is expected to make.
Note: Note from the employee: blank if no notes
Account: What vacation account will be used
Available today: The balance of this account today
Deduction: The impact this request will have on the employee's account
Estimated balance: What will be the balance at the date after this vacation. Details break this calculation down in an easily understandable way.
Show/Hide detailed impact: It's possible for the manager to edit the days that shall have a vacation cost and the cost of each day. The edit in the vacation request will update the about values for ‘Deduction’, ‘expected remaining balance’, and ‘impact’. The page reloads because of this.
Overlapping shifts: The request overlaps with X assigned shifts.
If there are no overlapping shifts, there are no more details shown.
If 1 or more scheduled shifts overlap with the requested period, you can choose what will happen to these shifts.
Delete shift(s): The scheduled shifts for this employee in the requested period will be deleted.
Keep and change Shift type: The scheduled shifts for this employee in the requested period will stay in the schedule, but the Shift type will be changed to the one you choose here.
Cover shifts in Schedule: Options to create extra shifts to automatically cover your Schedule for the requested period.
Do not create cover shifts: No extra shifts will be created.
Copy Shifts and set as Open (for relevant groups/positions): It will be created a copy of the existing shift in the schedule, with the same employee group/position, but set as an Open shift.
Option to Deny or Approve the request.