Annual Leave

Flowtly Editorial Team4 min

Flowtly provides capabilities to configure annual leave limits at both the organizational and individual employee levels. This flexibility supports various scenarios, including changes in employee seniority or specific contractual agreements. Annual leave limits for all employees are configured by default in the organization settings. For employee-specific situations, such as seniority adjustments, use the individual leave limit settings located within the employee profile.

Configuring Individual Annual Leave Limits

Each annual leave limit is configurable with a specific agreement type and for a defined period. To establish or modify an annual leave limit for an employee, add an entry specifying the limit (e.g., 26 days) and its effective date. The form requires the following information:

  • Days - The number of days for the annual leave limit.
  • Start Date - The date from which the limit becomes applicable.
  • Variant - The agreement variant to which the limit applies (e.g., employment agreement or B2B).
  • Holiday Type - The specific type of holiday the limit applies to.

Once annual leave information is configured, the limit appears in the employee's list under the Free Days/Year column and is reflected in the Free Days Left column.

To adjust an employee's leave limit, remove an existing entry if the limit should no longer apply, or add an entry to establish a different limit. An entry overrides prior settings for the same contract and leave type from its specified start date. For instance, if an employee's limit is temporarily increased for a specific period, add an entry for the increased limit, followed by another entry to revert to the standard limit once the period concludes. Leave limits apply indefinitely from their specified start date until another configuration changes the limit for the same contract and leave type.

How the entitlement is worked out

At the top of an employee's annual leave tab, This person's leave entitlement shows the whole calculation behind the figure the employee actually accrues, one line at a time:

  • Organisation default — or Individual limit, when an entry on this tab overrides it — with the number of days configured. Whichever line is shown, it is the entitlement for a full-time contract.
  • × EPE from the contract — the full-time equivalent of the employee's active agreement, the same percentage shown beside Job Size and Weekly working time on that agreement.
  • = annual entitlement — the configured days multiplied by the EPE. This is what a full year on this contract is worth.
  • accrued so far this year — how much of that annual entitlement has been earned to date, shown as a figure out of the annual one.

Important: The number in the Days column is the entitlement for a full-time contract. EPE is applied to it afterwards, by Flowtly. Entering an individual limit that has already been reduced by hand for a part-time employee prorates it a second time and leaves the person with too few days.

So for a half-time employee whose organization grants 20 days, the correct individual limit is still 20 — or no override at all, since the organization default already says 20. The half is applied by the EPE line.

Accrual is spread through the year, so the accrued figure part-way through a year is smaller than the annual entitlement and is not a sign that the entitlement is wrong. The panel appears once the employee has an active agreement with a job size and either an organization default or an individual limit that covers that agreement's variant and annual leave.

Example use cases

  • Adjusting leave for employee seniority: Increase an employee's annual leave limit from 20 to 26 days after they reach a certain tenure, effective from a specific date.
  • Implementing special agreements: Provide a temporary increase in leave days for an employee based on a unique contract or project, then revert to the standard limit after the period ends.
  • Differentiating leave by contract type: Configure distinct annual leave limits for employees on standard employment agreements versus those on B2B contracts.
  • Correcting or updating leave entitlements: Modify an employee's annual leave allocation if there's a change in company policy or an error in previous settings.
  • Checking a part-time employee's days: Read the entitlement breakdown to confirm that a part-time employee's annual figure is the organization default reduced once by their EPE, and not a limit that was already halved by hand.

Connection map

Refers toPart of
Documented hereDocumented elsewhere
audit-log records person. person works under agreement. work-schedule assigned to person. benefit-assignment held by person. employee-profile describes person. employee-document filed against person. responsibility assigned to person. performance-target set for person. meeting held with person. holiday-request submitted by person. leave-entitlement held by person. project staffed by person. project-rate rates person. booking books person.recordsworks underassigned toheld bydescribesfiled againstassigned toset forheld withsubmitted byheld bystaffed byratesbooksAAudit trail — The record of who did what and when. It is how a user action is investigated after the fact, and what compliance is demonstrated from.Audit trailPPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonAAgreement — The document formalizing the terms between the organisation and one employee or contractor. It is the foundation of the employees module: whether someone has an active agreement decides whether they appear in the other modules at all.AgreementWWork schedule — The working days, hours and breaks assigned to an employee, from the week the assignment starts. It is what the Work Time calendar draws.Work scheduleEEmployee benefit — One benefit granted to one person for a date range. A person can hold several at once.Employee benefitEEmployee profile — The detailed record for one person: contact details, job role, department, employment history.Employee profileEEmployee document — A file attached to a person — a contract, a review, anything filed against them.Employee documentRResponsibility — An area of ownership assigned to a person.ResponsibilityPPerformance target — An objective set for a person and measured against.Performance targetMMeeting — A recorded one-to-one or review between people.MeetingHHoliday request — An employee's request for time off, submitted for approval. Approving it is what turns it into leave the rest of the system counts.Holiday requestEEntitlement — How much leave a person has for the leave year. A request draws it down; the balance is what remains.EntitlementPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectMMember rate — A team member's billing or cost rate on a project. Rates are per member, so the same person can cost differently on two projects.Member rateBBooking — One person committed to one role for a stretch of weeks, at a percentage of their time. A booking is a plan, not a record of work done.Booking