Staff’s holiday allowances in RotaCloud can be changed at any time, however there are different methods for altering those with a fixed annual allowance, and those who accrue their leave. Similarly, there are differences for when you’re making a permanent change to someone’s annual allowance, or a temporary one for the current year only.
Fixed Annual Allowances
Method 1: On the employee profile page
For employees with a fixed annual balance, you can alter their regular allowance directly on their employee profile. Follow these steps:
Click on 'Company' and then 'Employees' to access the Employee list.
Open the employee's profile by selecting their name.
Under ‘Holiday Allocation’, enter the new allowance in days or hours that the employee will have each year.
Click 'Save' to save the changes.
Please note: This process will update the employee's allowance for the current Leave Year and all future years. If you want to make a change for this year only, follow the next method.
Method 2: On the Leave page
The Leave page allows you to modify the allowance for the current year or apply changes to all future Leave Years:
Click 'Leave' to access the Leave page.
Find the employee in question and locate the 'Holiday allowance' field.
Click on the allowance figure and enter the new allowance in the provided field, selecting days or hours from the dropdown menu.
To change the allowance for this year and all future years, choose 'Default Allowance' under 'Apply to'.
To change the allowance for the current year only, choose 'This year only' under 'Apply to'.
Click 'Save' to save the changes.
Once you've used either method, the employee's holiday allowance will be updated immediately and will be visible on the Leave page.
Holiday allowances can also be adjusted if an employee starts employment partway through a Leave Year. For more information on prorating and setting up starting allowances, please refer to our help article.
Accrued holiday allowances
Method 1: On the leave page
Employees who accrue holiday can have their allowances edited only on the Leave page. Follow these steps:
Click 'Leave' to access the Leave page.
Locate the employee whose allowance you want to modify and find the 'Holiday allowance' field.
Click on the allowance figure and enter the new accrued allowance in hours.
Click 'Save' to save the changes.
The employee's accrual rate and whether they accrue holiday or have a fixed annual balance can be edited on their employee profile page. For more information on how to set this up, please see our help article.