After setting up Leave account templates, either accrued or fixed leave, the next step is to apply those accounts to your Employees if you have not chosen to apply them automatically. This article shows you how you can apply the leave accounts manually.

Apply absence account to an employee or employee group manually

If you have not chosen to automatically apply a Leave account to your employees during template creation, you can apply one manually by going to Schedule > Leave accounts (or Absence accounts) > Apply template.

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Choose if you want to Apply account template to one employee or Apply account template to multiple employees.

💡The example below displays leave account creation for multiple employees but the process is the same if you wish to apply leave accounts to individual employees.

Choose which leave account you are trying to apply.

When creating leave accounts for multiple employees, you can select to do it per department or for all departments.

Departments: Choose which employees should have a vacation account created based on departments.

Employee types: Choose which employees to have a vacation account created based on their employee type. For example, choose if you want to apply the leave type to permanent vs hourly staff.

Start Date: Choose the date the employee must start earning vacation from. If an ‘employment date’ has been set for an employee, this data will be used automatically. You can choose another date if you wish.
(Note: an employee can never accrue before the account accruing start date.)

Accruing rate: This option 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.

When you have selected the options you want, click on Save.
Your employee's individual initial value can also be modified after creation.

Overview of applied Absence accounts

Once a leave account is applied to an employee, you can see it listed under the Leave accounts overview page. You can find the overview of applied leave accounts by going to Schedule > Leave accounts (or Absence accounts).

💡 If a leave account is not visible, you will need to change the time period on this page as the overview only displays the accounts that are in the chosen period.

The period is by default set to last a full month.
It will show all employees, their respective accounts and 4 different key numbers.

Start balance: Shows how many days/hours the employee had at the beginning of the period.
Balance accrued: Shows how many days/hours the employee has earned during the period.
Balance used: Shows how many days/hours the employee has utilized during the period.
Available balance: Shows how many days/hours the employee has at the end of the period.

In a month (or any other desired time interval) you can see who has taken absence and how much.
You can set the period from the start date of a vacation year to last day of a vacation year and get an overview of how much each employee has accrued. And you can also see how much each employee still needs to spend before the vacation year ends so you can notify them to use their leave.

In addition, you can filter based on the following filtering options under “Filters”:

  • Departments, select which departments the list should contain

  • Employee groups, select which employee groups the list should contain

  • Employee types, select which employee types the list should contain

  • Account names, select which account types you want to see in the list

Finally, you can also set Account Status where you can choose which status of accounts you want to see between active, inactive, available or all.

💡NEW! You can now also search for a specific employee if you do not want to fill in one or more of the filters. However, you can only search by first name and last name - not middle names.

Still have questions? Reach out to our support team via chat if you need help regarding this feature.

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