RotaCloud offers a full leave management system as part of our standard package. With this, you can assign leave allowances to your staff and allow them to request leave - this will automatically deduct from their allowance.
Who controls leave allowance
Leave allowance can be set up by any Admin user or Manager with the permission to 'Add employees and manage basic information (email, locations, roles, allowances, etc)'.
To learn about how to set up Manager Permissions, click here.
Setting up a default allowance
To set up an employee's allowance, go to your Company tabs and select 'Employees'. From the list of employees, select the user you'd like to add an allowance for.
On the first page of their profile, scroll down to the 'Holiday Allowance' section. You can toggle between days or hours for their allowance and then enter the figure you like.
Once done, click 'Save' at the bottom of the page and the employee's allowance will show on the Leave page.
Setting up a 'This year only' allowance
If you would like to give an employee a different allowance to their regular default allowance - for example, if they're carrying over from the previous year - you can manually add this on the Leave page. Click on the Leave tab and then click on the employee's allowance you would like to change.
Enter the allowance you'd like to give them and, from the dropdown below, select 'This year only'. Once done, click 'Save'.
Please be aware this figure will still pro-rate/reduce if you have the setting enabled to pro-rate allowances. For information on pro-rating allowances, see section below.
What leave types deduct from allowance
Once leave is added or approved, only certain types will deduct from an employee's holiday allowance. Holiday will always be deducted from an employee's allowance* and public holiday can be set up to deduct from an employee's allowance in your account settings under the heading 'Leave'. (Public Holiday will need to be manually added to your account).
*Holiday which has been added on working days will always be deducted. If there are any non-working days entered (showing as grey on the rota) they will not be deducted from an employee's allowance.
To learn more about adding non-working days/days off, click here.
Accrued leave allowances
If your employees accrue their leave based on the hours they've worked, this can be calculated automatically using our Time and Attendance package. This can be done in an employee's profile.
For full details on how to set up and use accrual, click here.
Pro-rating holiday allowance
If you have staff who start or finish part-way through the year and would like their allowance automatically reduce based in this, you can enable this in your Settings. To do this, click the cog icon in the top right of your screen to access you account settings. Scroll down to the section 'Leave' and tick 'Prorate holiday allowances based on start date and final working date'. This will then apply for all staff who have a start and/or end date in their profile.
To set up a start or end date for a user, go to Company and then Employees. Select the user you'd like to add this for and scroll down their profile. Towards the bottom of the page, you will see a section where you can enter their start and end date.
Once one (or both) of these has been entered, the employee's leave allowance (as shown on the Leave page) will reduce to reflect this. As the calculation the system will do is specific to each account and user, if you need help with this, please reach out to our support team via live chat or at support@rotacloud.com.
This setting will reduce the allowance for ALL users who have a start/end date in their profile - this includes staff who are set to accrue leave.
If you have staff who both accrue and have set allowances, we would recommend either not using the prorate setting and manually adding reduced figures, or, enabling the prorate setting and, for staff who accrue their leave, adding their start/end date as a note in their profile instead.