Maintain vacation entitlements
Personas: HR / back office (keeps the per-year day accounts) · Modules: Vacations, Employees Give every employee their yearly vacation-day account — "Ivan — 2024 — 20 days". These accounts are what the request flow draws on: without them, every vacation request is auto-rejected as INSUFFICIENT.
Before you start: the Employee records must exist. Entitlements are back-office only — they have no personal ("My") page; employees see the effect only through their requests.
1. HR / back office — create the year's accounts
- In the application shell, open Vacation Entitlements (the People / HR sidebar group) and click New — one record per employee per year.
- Fill in the Employee, the year and the planned days (the full-year allowance, e.g. 20). For someone who joined mid-year, set the contract start date; leave it empty for a full year.
- Entitled days — the account's real capacity — calculates itself: the planned days pro-rated to the part of the year actually worked, rounded to whole days.
- Consumed days and balance are read-only; the new account starts as AVAILABLE.
What happened behind the scenes
- As requests are approved, day records charge this account and the roll-up maintains consumed days and balance (entitled − consumed) on its own; the status follows: AVAILABLE → PARTIAL (some days used) → EXHAUSTED (all used).
- The request flow's capacity gate sums the remaining balance across the employee's years that are still within the carry-over window (Settings → Vacation Policy, default two years); approved days are charged oldest year first — a 2026 day may draw down the 2024 account.
- Carry-over expiry: once a year falls outside that window its unused balance lapses — it is no longer counted and cannot be drawn (BG practice: paid leave expires two years on).
Variations and refusals
- Correcting an allowance — edit the planned days / contract start; entitled days recalculates on save. Consumed days and balance are never edited by hand.
- No account for an employee — their requests never reach a manager: the gate auto-rejects them as INSUFFICIENT.