Keeping track of staff leave balances has traditionally been manual & time consuming, requiring spreadsheets and formulas to manage. Guardhouse has made it easy using our UK Leave Tracker.
The leave process can be setup three easy steps.
First, we configure your company default days per year, leave reset date and half day/full day hours.
Second, we assign which Leave Pay Categories are tracked.
Third, we apply the leave balances to new or existing staff.
Setting up Leave Defaults
Go to Organisation > Company > Leave Setup
To activate leave, turn on the feature.
In Default Leave Days Per Year, set the most common leave amount staff receive each year in the business.
In Set Leave Reset Date, choose the date on which leave balances reset each year.
In Set Half Day (Hours), enter the most common hour amount that covers a half day shift.
In Set Full Day (Hours), enter the most common hour amount that covers a full day shift.
Choosing categories that track leave
Go to Organisation > Company > Payrates > Pay Categories
Scroll the category list to find your leave categories.
If you want the leave tracker to work on the selected category, tick the Deduct Leave to Employee Balance option. When a staff member applies for this type of leave, the balances will update on the Dashboard through the leave approval process and on the staff leave ledger.
Applying Leave balances to staff
Go to Organisation > Staff > Select Staff Member > Leave
When adding leave to a new or existing staff member, the company default will be automatically applied to their profile. If you need to change the balance (in days) they have, click on the balance in the gold box and change the days to the value you want.
You can also adjust the Leave Refresh Date for an individual so their leave calendar runs independently of the default.
Once the correct balance has been added, the record will be added to the leave ledger below.
The leave ledger will track approved leave days taken, added or any other adjustment to the balance and who made the change.
In the example below, you can see an approved leave record taking 1 day from the initial balance.
Approving Leave
Dashboard > Availability & Leave
When approving leave, you’ll have the option to approve Half Day and Full Day options per requested day.
When you approve the selected days, you’ll see the staff members “Current Available Balance” reduce by whatever amount you have chosen. This will ensure you don’t approve more leave than a staff member has remaining in their entitlement.