Admins in absentify have the ability to configure allowances for individual users, ensuring that leave entitlements are accurately reflected. This guide provides a comprehensive overview of how to set, edit, and manage allowances for users.
When adding new users, absentify automatically calculates allowances for the current fiscal year pro-rata based on the user’s:
  • Department’s standard entitlement.
  • Start date within the fiscal year.

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Accessing user allowances

  1. Navigate to Settings > Users.
  2. Select the desired user from the list and open their profile.
  3. In the user edit menu, select the Allowance tab from the side menu.

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Editing allowances

To edit a user’s allowances:
  1. Locate the year you wish to edit in the allowance table.
  2. Click the pencil icon next to the desired row.
  3. Edit the following fields as needed:
    • Carryover: Adjust the number of unused days from the previous year (see below for details on manual adjustments).
    • Allowance: Set the total entitlement for the year.
    • Compensatory time off: Add any additional days off, such as extra leave days.
  4. Save your changes to apply updates.

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Manual carryover adjustments

Carryover values are automatically calculated based on global allowance settings. However, admins have the option to manually adjust these values. Before proceeding with a manual adjustment, consider the following:

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Implications of manual carryover adjustments:

  • Override of global setting: A manual value disables the automatic calculation of carryover for this specific user and year.
  • Definitive value: The entered carryover becomes the fixed value for the selected year.
  • No automatic updates: Future changes to the previous year’s records will not update the carryover. For example, if additional days from the previous year become available, they will not affect the manually set carryover.

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Confirmation process:

When adjusting the carryover manually:
  1. A confirmation message will appear, explaining the implications of manual adjustments.
  2. Click Confirm to proceed.
After saving the manual adjustment, a red warning icon (visible only to admins) will indicate the change with the message:
“Manually adjusted carryover. Automatic updates disabled.”
Manual adjustments require careful consideration. Ensure you understand the implications before proceeding.

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Reverting to automatic calculation:

In the table view, next to the warning icon, there is a red button to revert to the calculated carryover. This action will:
  • Delete the manually set carryover.
  • Recalculate the carryover automatically based on the previous year’s remaining balance.

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Setting default allowances

Default allowances reflect standard entitlements across the organization and ensure consistency.
  1. Navigate to the Allowance tab in the user profile.
  2. Toggle the Default option for the desired allowance type. Only one allowance can be set as the default.
  3. Save your changes.

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Impact of default allowances:

  • The Default Allowance is displayed prominently in the user’s overview and is used to calculate the remaining entitlement displayed next to their profile picture in team views.
  • Example: If “Vacation” is set as the default allowance, the remaining vacation days will appear in the team overview.

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Customizing visibility

Admins can control which allowances are visible to users:
  1. Deactivate the Visible toggle above an allowance to hide it from the user’s calendar and request options.

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Impact of hidden allowances:

  • Hidden allowances are not displayed in the user’s overview or calendar.
  • Users cannot see the remaining balance for hidden allowances.
  • Any leave types associated with hidden allowances will also be hidden, and users will not be able to request these leave types.
Hidden allowances mean that users cannot request any leave types associated with them. Ensure that critical allowances remain visible.

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Best practices for managing allowances

  • Consistency: Align allowances with company policies and employee contracts.
  • Review pro-rata calculations: Verify calculations for mid-year hires or adjustments.
  • Set clear defaults: Ensure only one allowance is set as default to maintain clarity in team overviews.
  • Keep historical records: Avoid overwriting past allowances to maintain accurate reporting.
Adjusting allowances to values below what has already been requested may cause errors in absence tracking. Always review existing leave requests before making changes.