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. Use Notes to record why the entitlement was granted or which period it covers.
6. Save. The balance changes immediately.

Entitlements add up

• Granting a second entitlement of the same type adds to the first. There is no single number to overwrite, so you can top somebody up during the year.
• Nothing resets on a date. There is no yearly rollover and no expiry: what you grant stays until you delete it.
• 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, not what was granted. It is the sum of that person's entitlements of that type minus every leave request 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.

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.
• 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.