Editing user allowances

Use the Allowance tab when one user needs a different rule or balance from the workspace or department default.

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Accessing user allowances

Go to Settings > Users, select a user, and open Allowance.

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Reviewing an allowance

Each visible allowance shows its current rule and one row per allowance year. The row includes Carryover, Allowance, Overtime, Taken, and Remaining. Select Show older years when needed. The caption below Remaining tells you what the figure means. Available today is what the user can book now, with a future credit shown separately as +[amount] from [date]. Past, future, or manually recorded rows use captions such as Remaining at year end, Expected available from [date], or Balance recorded for [year]. Select Calculation for the complete year calculation. This distinction explains why a request can be too large even when the full-year total is high: absentify checks what is available on the requested dates. The Allowance amount includes rule credits and adjustments; carryover is shown separately. Info icons explain rounding, multiple rules, and expiry dates. A non-calendar fiscal year appears as a range such as 2025–2026. Yearly rules grant their amount once on the configured yearly start, which may be the fiscal-year start, another month, or the user’s employment anniversary. A rule that applies for only part of a year is prorated automatically. Select the rule name to preview its settings.

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Editing a manually managed year

Managed manually means that no rule adds allowance automatically. Select Edit on the year row, enter Carryover, Allowance, and Overtime, add a reason, and save. If no assignment exists yet, saving creates a Manage manually assignment. It runs until the next assignment starts, or without an end date when nothing follows. A warning icon appears while no allowance has been entered for the year. You can edit the same three fields on a rule-backed year when a user needs an exception. absentify records the change as an audited adjustment; the shared rule itself stays unchanged.

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Assigning a different rule

Assignments for an allowance type form a continuous timeline. Use Manage manually for any period in which nothing should accrue automatically, including an intentional zero allowance.

1. Open the allowance and select Manage rule assignments > New assignment.
2. Choose a rule or Manage manually.
3. Set Valid from. The suggested date follows the complete assignment timeline, including scheduled assignments.
4. Leave Valid until on No end date unless a later assignment already follows. A specific end date must be the day before that next assignment starts or the user’s final employment day.
5. Enter the reason and select Apply.

What happens on save depends on Valid from and the existing timeline:

• On or before the user’s employment start, but inside an earlier assignment, absentify changes that row’s rule without splitting its dates.
• Otherwise, strictly inside an existing active or scheduled assignment, that assignment ends the day before and the new one starts on the selected date.
• Before the only existing assignment starts, absentify extends that assignment back and changes its rule.
• In an uncovered period, absentify adds or adjusts an assignment while keeping the timeline continuous.

An assignment may begin before employment, but accrual starts on the employment start date. A later correction to that date recalculates the allowance automatically.

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Switching to manual management mid-year

Manage manually grants nothing by itself. The current year keeps what the previous rule earned up to Valid from, plus existing carryover and adjustments. The dialog previews a lower total when the switch reduces that year’s allowance. After saving, edit the year row if the user should receive a different amount.

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Correcting an existing assignment

Under Manage rule assignments, assignments are marked Active, Scheduled, or Archived.

1. Clear Hide past when you need an archived assignment.
2. Select the pencil icon, correct the rule or dates, and enter a reason of at least three characters.
3. Select Save.

Past years are recalculated after a correction. The reason and author remain visible in Assignment history.

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Adding a balance adjustment

Use an adjustment for a one-time correction instead of changing the recurring rule.

1. On the relevant year, select History > Add adjustment.
2. Choose General adjustment or Overtime compensation.
3. Choose whether to add or subtract, then enter the amount and effective date.
4. For a positive adjustment, optionally set the last day on which it can be used.
5. Enter a reason, review What will change, and select Add.

The adjustment stays in the history and does not replace the yearly rule amount.

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FAQ: How do I grant a one-time allowance without renewing it each year?

1. Assign Manage manually from the date automatic accrual should stop.
2. Select History > Add adjustment for the relevant year.
3. Add only the amount needed to reach the intended total.
4. Set an expiry date when the credit must remain usable until a specific later date. Without one, unused credit follows the allowance type’s normal carryover and expiry settings.
5. Check What will change before saving.

Because Manage manually has no recurring credit, the amount is not granted again next year.

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Reviewing the history

Select History on a year row to open History & adjustments. It shows credits, deductions, carryover, expiries, adjustments, and rule changes. Use Show full calculation for all ledger entries, or filter by year and manual changes. What comes next contains future credits and expiries. History contains completed events. Each row shows the resulting balance and who made the change. Assignment history records changes to rules and dates. Entries marked Set via API come from a connected system and may return if that system sends the value again.

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Removing a rule assignment

Open Manage rule assignments, select the delete action, enter a reason, and confirm. absentify extends the neighboring assignment to keep the timeline continuous and recalculates affected years. To stop automatic accrual while retaining explicit control, assign Manage manually instead. If you remove the user’s only assignment, absentify does not assign the workspace or department default automatically. The allowance becomes Managed manually until you assign another rule.

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Setting default allowances

Turn on Default for the allowance whose balance should appear beside this user’s profile picture in team views. Only one allowance can be the user’s default.

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Impact of default allowances

Changing the default changes the balance shown in team views. It does not change the user’s rules or existing requests.

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Customizing visibility

Turn Visible off when an allowance should not be available to this user. It disappears from their calendar and cannot be selected for new requests.

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What hiding does

Hiding an allowance does not stop its calculation: accrual and existing deductions continue. Its balance is hidden for everyone viewing this user, and leave types linked to it cannot be requested for the user, including by managers or admins. Turn Visible on again to review the years or manage assignments.

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Best practices for managing allowances

• Use rules for recurring entitlement changes and adjustments for one-time corrections.
• Use Manage manually for intentionally manual periods.
• Add a clear reason so later audits explain the change.
• Check both the dated availability and full calculation before correcting a balance.