Managing Time-Off Balances

Track staff leave balances, view usage patterns, and make adjustments when needed.

Viewing Balances

Team Overview

1. Go to Team > Staff > Time-Off
2. Click Balances tab
3. See all staff with their current balances

Individual Balance

Click on a staff member to see:

• Total Allowance - Annual allocation
• Used - Days taken
• Pending - Days in pending requests
• Available - Remaining balance
• Rollover - Days from previous year

Balance Types

Vacation Balance

• Shows paid vacation days
• Includes rollover from last year
• Updates when requests approved

Sick Leave Balance

• Tracks sick days used
• Reset annually (typically no rollover)
• May have separate accrual rules

Personal Days Balance

• Personal time allowance
• Often non-rollover
• Separate from vacation

Adjusting Balances

When to Adjust

• Correcting errors
• Bonus days granted
• Manual accrual adjustments
• Special circumstances

How to Adjust

1. Click on staff member in Balances
2. Click Adjust Balance
3. Select balance type to adjust
4. Enter new values
5. Add reason for adjustment
6. Save changes

Balance Calculations

Automatic Updates

Balances update automatically when:

• Request is approved (decreases)
• Request is cancelled (restores)
• New year begins (resets + rollover)
• Policy assigned (initial allocation)

Accrual vs Fixed

• Fixed - Full allowance available Jan 1
• Accrual - Earned monthly/bi-weekly

Year-End Process

At year end:

1. System calculates unused days
2. Applies rollover rules
3. Caps rollover at policy maximum
4. Carries to new year balance

Reports

Export balance reports:

• Current balances by staff
• Usage summary by type
• Remaining days analysis
• Year-over-year comparison

Tips

• Review balances quarterly
• Alert staff to use-it-or-lose-it days
• Document all manual adjustments
• Plan for peak vacation periods