Change someone’s holiday allowance

A balance is worked out, not typed in, so there is no box to add or take away a few hours. There are three things you can set on a person that change what it comes to. All three are on the web. The phone shows a person’s holiday and its log but does not edit them.

Open the person’s holiday

Go to Rota & team, then Staff

1. Click the person. Their record opens in a panel.
2. Open the Employment tab. Their holiday is in the section headed Holiday: the hours left, the bar, the Log, and the controls below.

Clicking a row on Balances opens the same place.

Set a fixed number of hours a year

Use this when someone’s holiday is not what their contract and your location’s rules would give.

1. In the Employment section above the holiday, find Holiday (hours a year). While it is empty it reads “Site policy”.
2. Type the hours for a whole leave year.
3. Press Save. It says Employment details saved, and the holiday section now reads “Set on this person”.

The figure is for a full year. If the person’s start date or last day falls inside the leave year, they get the share of it for the days they are employed. To go back to the location’s rules, clear the box and save.

Choose how their holiday builds

Without a figure typed on the person, the app decides from their contract whether their holiday is a fixed amount or builds from hours worked. You can overrule it.

1. At the foot of the Holiday section, open the Builds menu.
2. Choose As their contract says, Fixed hours · 5.6 weeks or Irregular hours · by hours worked.
3. It saves when you choose, and says Holiday saved.

The menu is not shown while a figure is typed in Holiday (hours a year). Contract type and hours are part of the person’s details: see Edit someone’s details.

Bring in a balance from another system

If your team joined Yes Chef part-way through a leave year, tell the app what each person had earned and taken up to the day it took over. It counts for itself from that date.

1. In the Brought in box, press Add (or Change).
2. Set As at to the first day on Yes Chef.
3. Fill in Earned so far, hours, Taken so far, hours, or both. For someone on contracted hours the app works the year out itself, so the figure that matters is hours taken. For someone whose holiday builds from hours worked, it is hours earned.
4. Press Save. It says Holiday brought in saved, and the log gains a line beginning “Brought in”.

• With an earned figure, the app counts approved timesheets from the date on. With a taken figure, it counts holiday from the date on.
• The figures apply to the leave year the date falls in, and no other.
• Remove takes the brought-in figures away.

Who can do this: People who can see and edit pay rates

If you can see and edit pay, the box has two more fields: Average week’s pay, £ and Over hours a week. They are used for the holiday pay figure shown beside a request until the app has enough weeks of its own.

What happens next

The hours left at the head of the section change straight away, and the person’s row on Balances follows. The person sees the new balance on their phone.