Usage Examples of Annual Leave Tab

Flowtly Editorial Team4 min

Example 1: Annual Leave with Organizational Settings Only

Scenario: Today is August 1, 2024. The organization has a standard annual leave policy of 20 days per year. An employee’s agreement started on January 1, 2024.

  1. Access the Annual Leave Tab:

    • Navigate to the "Organisation" item from the main menu.
    • Go to the "Annual Leave" section.

  2. Review Organizational Settings:

    • The system shows the standard annual leave entitlement of 20 days.

  3. Calculate Pro-Rated Leave:

    • Since the agreement started on January 1, 2024, and today is August 1, 2024, the leave balance is calculated based on the period elapsed:
      • Total Annual Leave: 20 days
      • Number of Months Elapsed: 7 months (from January 1 to August 1)
      • Pro-Rated Leave:(20 days/12 months)×7 months = 11.67 days (rounded to 12)
    • The employee has 11.67 days of annual leave available.

  4. Employee requests vacation:

    • The employee requests leave from August 15 to August 22.
    • My days off item -> New leave request button.
    • Enter the details:
      • Holiday Type: Vacation
      • Description: planned vacation
      • Leave Period: 15.08.2024 - 22.08.2024
      • Save the entry (Create leave request button).

  5. Result:

    • The employee’s leave balance is updated from 12 days to 6 days (Weekends are not included into calculation).
    • The leave record is visible in the "My days off" tab after confirmed by manager, showing the remaining balance of 6 days on the top of the page.

  6. Tracking:

    • The remaining leave balance reflects the pro-rated amount based on the elapsed months. The employee can only request additional leave based on this balance.

Example 2: Annual Leave with Personal Settings Mixed with Organizational Settings

Scenario: Today is August 1, 2024. The organization has a standard policy of 20 days of annual leave per year. An employee has a personal agreement providing 25 days of annual leave per year. The employee’s agreement started on January 1, 2024.

  1. Access the Annual Leave Tab:

    • Navigate to the "Employees" section from the main menu.
    • Select the employee with the personal leave entitlement.
    • Go to the "Annual Leave" tab.

  2. Set Personal Annual Leave Entitlement:

    • The employee’s profile shows a personal annual leave entitlement of 25 days.

  3. Calculate Pro-Rated Leave:

    • Since the agreement started on January 1, 2024, and today is August 1, 2024, the leave balance is calculated based on the elapsed period:
      • Total Annual Leave: 25 days
      • Number of Months Elapsed: 7 months (from January 1 to August 1)
      • Pro-Rated Leave: (25 days / 12 months) × 7 months = 14.58 days (rounded to 15)
    • The employee has 15 days of annual leave available.

  4. Add Specific Leave Record:

    • The employee requests leave from October 1 to October 15.
    • My days off item -> New leave request button
    • Enter the details:
      • Holiday Type: Vacation
      • Description: planned vacation
      • Leave Period: 01.10.2024 - 15.10.2024
      • Save the entry (Create leave request button).

  5. Result:

    • The employee’s leave balance is updated from 25 days to 14 days (25 - 11 days taken).
    • The leave record is visible in the "My days off" tab after confirmed by manager, showing the remaining balance of 14 days on the top of the page.

  6. Tracking and Adjustments:

    • The employee’s leave balance reflects their full annual entitlement of 25 days for the year.
    • Future leave requests will be deducted from the 14 days remaining.

Note: Weekends and Bank Holidays do not affect the leave balance of employees.

These examples illustrate how Flowtly’s Annual Leave feature calculates and manages leave balances, considering both organizational and personal settings, and adjusting for the start date of the employee's agreement.

Example use cases

  • Manage standard annual leave entitlements based on organizational policies.
  • Calculate pro-rated annual leave for employees starting mid-year or with specific agreement start dates.
  • Set and track individual annual leave entitlements that differ from the organizational standard.
  • Process and track employee leave requests and update their balances automatically.

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