How do I decide how many leave days someone gets?

Nobody can book time off until they have a balance. Balances are granted on the Leave rights screen under Leave management. The screen belongs to owners and co-owners; managers and employees cannot open it even when the module is on.

Granting an entitlement

1. Go to Leave management, then Leave rights.
2. Select Add leave right.
3. Pick the Employee and the Leave type: Casual, Sick, Vacation, Annual leave or Paid parental leave.
4. Enter Days granted. Half days are allowed, in steps of 0.5, from half a day up to 9999.
5. Check Leave year. Leave it as it is and the current one is used. This is the year the days belong to and the year they are counted in.
6. Use Notes to record why the entitlement was granted.
7. Save. The balance changes immediately.

Entitlements add up, inside a year

• Granting a second entitlement of the same type and the same year adds to the first. There is no single number to overwrite, so you can top somebody up during the year.
• Every entitlement belongs to a leave year, and a leave year renews. Whether that is 1 January for everybody or each person's hire anniversary is one workspace setting: how the leave year works.
• What is left when a year closes moves into the next one by itself, unless you cap it or switch it off: what happens to unused days.
• Entitlements granted before leave years existed carry no year. They show as All years and count in every year, so nothing anybody was granted went missing.
• Leave types are fixed. Worktivity has five and you cannot add your own, so map your policy onto the closest one and explain it in the note.

Reading a balance

Pick one employee in the Employee filter and a strip of remaining days appears above the list, one tile per type. It works for one person at a time, because the balance is calculated per employee.

The number is what is left in the selected leave year, not what was granted. It is that year's entitlements of that type, plus anything carried into it, minus every leave request in it that has not been rejected, which includes requests still waiting for a decision. Somebody with 14 granted days and a pending 5-day request reads 9. The full formula is written out separately.

A balance can go negative, and Worktivity shows it in red rather than hiding it. It means more leave was approved than granted. Add an entitlement, or reject one of the open requests.

Editing and deleting

• Editing changes the type, the days or the note. The employee is locked while editing: moving an entitlement to another person would silently shift two balances at once. Delete it and grant a new one instead.
• Deleting takes those days back out of the balance and cannot be undone. Leave that was already approved stays approved, so the balance may go negative until you grant a new entitlement.
• Rows tagged Carried over or Expired are written by Worktivity at the turn of a leave year, so Edit and Delete are greyed out on them. To change what somebody has, grant or remove a normal entitlement instead.
• Export as xlsx in the filter bar writes every entitlement matching the filters. It is a paid plan feature.

How an employee books time off and how a request is decided both draw on these balances.