Learn how to configure allowances to manage vacation days, overtime, or other absence-related balances in absentify.
The Allowances section under Settings lets you manage balances such as vacation days, overtime hours, or other absence-related quotas. These allowances can be linked to specific leave types for automatic tracking and deduction.
Some leave types, like Sick Leave, typically do not require a fixed quota. Instead, it is often sufficient to simply track how many days or hours an employee has used. In such cases, you can:
Track leave usage: Use the employee’s Overview page in absentify to see all recorded absences for a specific leave type.
Export data: Use the Excel Export feature to generate detailed reports that show how many days employees have taken for a specific leave type within a selected period.
For leave types like Sick Leave, which are generally uncapped, allowances are not required. Simply track the usage via the employee overview or export reports for a clear record.
Navigate to Settings > Allowances and click + New allowance.
Fill out the following details:
Name: Enter the name of the allowance (e.g., “Vacation” or “Overtime”).
Allowance in days or hours: Select the unit for tracking (e.g., days or hours).
The selected absence unit cannot be changed later. The leave type will automatically adjust to match the unit of the linked allowance. If requests have already been made with the leave type in a different unit, linking them will not be possible.
Maximum carryover: Configure how much unused allowance can be carried over to the next fiscal year and how long it remains valid:
Specifies the maximum number of unused allowance days (or hours) employees can transfer to the next fiscal year.
Example: If an employee has 10 unused days and the carryover is limited to 5 days, only 5 days will transfer to the next year.
Months after fiscal year:
Determines how many months employees have to use their carried-over allowance after the fiscal year ends.
Example: If the fiscal year ends on 31.12. and the carryover is valid for 3 months, employees can use the carried-over allowance until 31.03. of the following year.
Employees can use their full unused balance until 31.03.. Any unused days after this date will expire.
Partial carryover with extended validity:
Maximum days to carry over: 5
Months after fiscal year: 3
Employees can use their full unused balance until 31.03.. After 31.03., they retain access to up to 5 days, which do not expire.
Specific carryover amount with a defined deadline:
Maximum days to carry over: 0.5
Months after fiscal year: 4
Employees can use their full unused balance until 01.04.. After this date, they retain access to up to 0.5 days, which will remain valid indefinitely unless manually adjusted.
Ignore limit: Enable this option to allow employees to take more leave than allocated.
Default allowance for current year:
Set the annual quota for the current year. This is the standard amount of leave or allowance that will be automatically assigned to all employees upon creation of the allowance.
Example: If you set the default value to 20 days, every employee will initially receive 20 days for the current fiscal year.
Default allowance for next year:
Set the annual quota for the next fiscal year. This value will be automatically assigned to all employees for the following fiscal year.
Example: If you set the default value to 20 days, all employees will have 20 days of allowance assigned for the next fiscal year.
These default values are applied universally to all employees when the allowance is created. They can later be adjusted individually for specific employees under Settings > Users > Edit > Allowances.
The time unit (days or hours) cannot be changed after the allowance is created. Ensure the correct unit is selected.
absentify allows each employee to have multiple allowances assigned. For example, an employee might have separate quotas for vacation, overtime, or other types of leave.To manage individual allowances for a specific employee:
Navigate to Settings > Users.
Select the employee you want to edit and click Edit.
Under the Allowances section, you can:
Adjust the individual quota for each allowance.
Disable specific allowances: Use the Visibility toggle to hide or disable an allowance for the employee.
When an allowance is disabled for an employee, any leave types linked to that allowance will also be hidden. The employee will not see these leave types or be able to book absences against them.
The order of allowances displayed in each user’s calendar.
The order changes will only apply to allowances that are activated and visible for the specific user.
Changes to the allowance order do not affect the list of leave types displayed when users create a new leave request. To update the leave type order, refer to our guide on managing leave type order.
Allowances in days or hours: Choose the correct time unit for each allowance as it cannot be changed later.
Carryover limits: Configure clear carryover policies to align with company guidelines.
Shared allowances: Multiple leave types can share the same allowance. If separate tracking is required, create distinct allowances.
Employee-specific allowances: Employees can have multiple allowances, and individual allowances can be adjusted or deactivated using the visibility toggle. Disabled allowances also hide linked leave types for the affected employee.
Alternative to allowances: For leave types like Sick Leave, which don’t require quotas, rely on the employee overview or export tools for tracking.