How to allocate annual leave

To allocate annual leave, create an allocation in Time Off ‣ Management ‣ Allocations. Choose Regular Allocation to give a fixed number of days, for example 12 days on 1 January, or Accrual Allocation with an accrual plan to give days month by month. Employees see their balance on the dashboard and use it in their time off requests.

Who

Users with the Time Off ‣ Officer: Manage all requests access right.

App

Time Off, with the Viin Time-Off module for the automatic allocation period

Before you start

The list of time off types

How do I give a fixed number of days at the start of the year?

Use this when the company gives the same number of days to everyone, to be used before the end of the year.

  1. Go to Time Off ‣ Management ‣ Allocations and click New.

  2. Choose the Time Off Type and the Employee, and keep Allocation Type on Regular Allocation.

  3. In Validity Period, enter the first and the last day on which the days can be used, for example 1 January to 31 December. Enter the number of days in Allocation.

  4. Click Save, then Approve.

A regular allocation of 12 days with its validity period

To give the same days to all employees at once, use Actions ‣ Multiple Requests with the Mode By Company, see How to create a time off allocation. For a new employee, create an allocation with the number of days that matches the date of arrival.

How do I give days month by month?

Use this when employees earn their days over time, for example one day for each month worked.

  1. Create an accrual plan in Time Off ‣ Configuration ‣ Accrual Plans. Choose the time off type of the plan and add a milestone: 1 day, monthly, on the 1st of the month, starting after 0 days. See How to configure an accrual plan.

    An accrual plan that gives one day each month

    To keep the days of the year until a given date, use Carry over on the milestone and Carry Over Validity to limit how long the carried-over days stay available.

  2. Go to Time Off ‣ Management ‣ Allocations and click New. Choose the Time Off Type and the Employee, set Allocation Type to Accrual Allocation and fill in:

    An accrual allocation with its accrual plan and its periods

    Field

    What it does

    If it is wrong

    Accrual Plan

    The plan that says how many days are earned and how often.

    The employee earns days by the wrong rule.

    Automatic Allocation Period

    The period in which the system adds the days automatically: its start date, and its end date when it is limited.

    The system adds days outside the period you want.

    Validity Period and Run until

    The start of the validity of the days and the date after which the allocation stops adding days.

    Days are added too long, or expire too early.

    Allocation

    The number of days already earned, computed by Viindoo from the plan and the start date.

    None.

  3. Click Save, then Approve.

How many days does the system allocate?

The system adds the days at the start or at the end of each period, depending on Accrued Gain Time in the plan. The number of days is proportional to the part of the period that has passed.

Note

A scheduled action runs every day and updates the accrual allocations. To run it at once, an administrator opens Settings ‣ Technical ‣ Automation ‣ Scheduled Actions with the developer mode on, opens Accrual Time Off: Updates the number of time off and clicks Run Manually.

Common errors

Problem

What to do

The accrual plan is not offered in the allocation.

Check the Time Off Type of the plan, see How to configure an accrual plan.

The balance does not increase.

Approve the allocation and check the Automatic Allocation Period. Run the scheduled action to update it.

Unused days of last year are lost.

Set Carry over of the milestone to All accrued time carried over.

Next steps