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How can I give my employees the chance to request vacation?


Planday offers the possibility of keeping track of your employees' holidays. It is possible for the employee to request vacation for a specific day or period. You as a manager will receive a notification about the request, and can take action immediately.


Set up the account type

Before you can start using the vacation module, you need to create an absence type.

Go to Settings > Absence, Overtime, Vacation > Account types
and click '+ vacation account'.

 Planday Create vacation account type  

Name: Vacation, maternity or similar

Payment: Depending on the balance is the default options. Keep this option unless you are working with monthly paid employees and need to use vacation without payment.

Initial value: We recommend "0" but some monthly paid employees start a vacation year with 25 days. It is possible to change this value for the specific employee

Cut-off date: We recommend "1 / 1" which mean the vacation account will start and end on the first of January. If May 1st is your country standard, the value should be "1 / 5".

Renew automatically: We recommend "Yes". If you leave this unchecked the account will not be renewed automatically and you will need to manually create new accounts every year, when the old ones are out of date.

Allow negative balance: We recommend "Yes". If you leave this unchecked the account will not be able to allow a negative value. If one employee has a balance of 5 days and request for 7 days, the employee cannot apply for vacation in that period as the cost exceed the balance.

Department, employee groups & employee types: These options make it possible to limit which employees can use the specific vacation account you are creating.
For example, if you only wish to use vacation in a specific department, you can limit the access with this option.

Settings: If you have more than one account and you want your employees to use one account type before they can use another account type, this is where you adjust this.

Bank holiday calendar: If your portal has a holiday calendar it is possible to link the calendar to the vacation account. If a bank holiday calendar is associated, it will affect the cost for created/requested vacation.

Example: Employee Adam Ward has requested vacation from Monday to Friday (5 days). If Tuesday is a bank holiday, the suggested cost will be 4 days instead of 5 days.

Remember to save the account type before exiting.


Create the vacation accounts

Go to Schedule > Vacation accounts > Create account (one employee at a time) or Create accounts (create multiple accounts at a time)

When the account is created the Start balance can be adjusted, if needed.

Please note: If you want Planday to calculate a day's vacation per week day, you need to activate the Hrs per month field. The field can be found at Employees > Edit the specific employee > Type the contracted work hours per month (for example 150) in the Hrs per month field and save. If the employees do not have a fixed value or are hourly paid we recommend you just type in "1" and save.


Approved vacation

When an employee has requested vacation and you have approved it, this will be marked below the schedule.
Approved vacation does not prevent you from scheduling an employee, but his/her name will be marked in red in the employee selector.
If the employee has a shift during his or her vacation, for example if you roll out a template after the vacation was approved, we will mark it with an icon on the shift.

Editing approved vacation is not possible. You can delete the vacation and then create a new vacation that meets the requirements.


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