See everyone’s holiday balances
Open the list of holiday earned, taken, booked and left for everyone at a location, and find who is over or has a lot unused.
On this page
The balances list is one row a person for a location’s current leave year. It is in hours and days only: nobody’s pay is on it.
On the web
Go to Rota & team, then Balances
- Pick one location. Balances is also the second choice of the View switch on the Time off page. With all locations picked the page shows requests only.
- The list is headed Holiday balances with the leave year. It opens with the lowest Left first.
- Read across a row: Builds, Earned so far, Taken, Booked, Waiting and Left, which also gives the days.
- Click a row to open that person’s record at their holiday, with the log of what changed it.
The Columns menu switches on more: Standing, Left, days, Carried over, Hours to approve and As of. Export downloads the list as you see it.
On the phone
- Open Team, press Time off, then Balances.
- The list is headed Holiday left with the leave year, lowest first. Each row has the person’s name, a thin bar of how much of what the year has given them is used, how their holiday builds, and the hours and days left.
- Use the search box to find someone, or narrow the list by Standing or Area.
- Press a row to open the person’s screen, where their holiday and its log are.
What the columns mean
- Builds: how the person’s holiday builds, in a word or two. “Contract 40h” is a contracted week. “12.07% of hours” builds from hours worked. “Calendar week” is 5.6 of their average week. “Set on person” is a figure typed on their record.
- Earned so far: what the leave year has given them so far, with anything carried over.
- Taken: approved holiday on days that have passed.
- Booked: approved, still to come.
- Waiting: asked for, not yet decided. It is not taken off Left.
- Left: earned so far, less taken and booked.
Who needs a look
Standing sorts each balance into one of four:
- Over: more taken or booked than the year has given. The hours left are red.
- Unused: in the last quarter of the leave year, with more than half of what the year has given still neither taken nor booked. The row carries an amber Unused mark.
- Low: under a day left.
- Fine: none of those.
How fresh the figures are
Each row is a stored copy of the person’s balance. It is rewritten when something changes it, such as a timesheet being approved, holiday being asked for or answered, or their record being edited, and for everybody each night. On the web, if any row is from before today, the heading says As of with the time of the oldest.
If it doesn’t work
- A row says “Set contract hours”
- The person has earned nothing yet and no contract is on file, so the app is treating them as building from hours worked. If they have contracted hours, put them on their record. See Change someone’s holiday allowance.
- A row says “Builds from approved hours”
- Their holiday builds from hours worked and none have been approved this leave year.
- A row is all dashes
- No balance has been stored for that person for this leave year yet. One is written the next time something changes it, or overnight.
- Someone is missing
- The list is the people who work at this location: it is their home location or one of their additional locations. People who have been switched off are not listed.
- “Nobody works here yet.”
- No active person has this location as a place they work.
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