What you'll learn in this article:
You can click the below links to jump directly to the different sections in this article.
Introduction to vacation balances
Located in the tab called Vacation balances within the user card, you can visualize the vacation balances of a user. Depending on how many types of vacation types the user has, you will see one or more balance cards with the relative balances here.
In the balance history, you will also find detailed information about any events that have taken place, such as transfers, corrections, and expired balances, relevant to the date you selected in the date picker. Let's take a closer look at what these terms actually mean, and how to get the most out of these tools 💪
🤔 What is a balance card?
Each vacation type is represented by a balance card which presents the following information:
Accrued: The amount accrued according to the vacation type settings
Extension: The amount of a previous holiday period that has been extended to the period you are looking at. Having an extension flow like this depends on your vacation type settings, more specifically if you have set up an expiration date that triggers the extension.
💡 Reach out to your Customer Success Manager for more information about setting this up.
Transfer: The remaining balance from the previous holiday period that has been transferred into the period you are looking at now.
💡 If you want to know more about transfers, and how to do it, we recommend checking out this article: How to transfer vacation balance.
Corrections: Shows the sum of any manual corrections up to the date selected in the date picker.
💡 If you want to know more about how to do manual corrections, check out this article: How to manually correct vacation balances.
Spent: Shows the sum of spent vacation days up to the date selected in the date picker.
Expired: When navigating to the day after the expiration date, this field shows the amount expired. The expiration date depends on the date set on the vacation type. Be aware that the expiration date set in the vacation type is the last available date, thus the amount expires the day after. For example, if you set an expiration date on Dec 31st of the next holiday period, you will see the amount expired on Jan 1st.
Unpaid: Unpaid days are vacation days that exceeded the available balance. Whether or not a user can have unpaid days depends on the absence type settings.
💡 Reach out to your Customer Success Manager for more information about this.
🔎 Where to locate the vacation balance cards
The vacation balance card(s) are located in each employee's user cards, in the tab called Vacation balance. In our example below, we have highlighted the two existing cards for this user:
🗓️ How to use the date picker
The date picker allows you to navigate through dates and different holiday periods. When clicking on the date picker (visualized as a small calendar icon), you'll be presented a calendar where it's possible to:
Select a single date
Select "Today" date
Navigate to the next and previous month by clicking the top single arrows
Navigate to the previous and next year using the double arrows
Select the previous and next holiday period by clicking the bottom single arrows
Select "End of this period" to go to the last day of the holiday period the user is in:
Depending on the date selected, the balance card(s) will show the balances up to the date selected. Additionally, the date selected controls the information in the balance history which will show detailed information up to the date selected. We'll learn more about the balance history further down this article.
🎯 Adding filters
Filters allow you to specify what type of vacation balance data to view. By clicking on the button called Add filter you can filter both the vacation type (holiday title) and the event type:
Holiday title: Here, you can select either one single or multiple vacation types. This filter will be applied to the balance cards and to the Balance history.
Event type: Here, you can select one single or multiple events. This filter will be applied only to the Balance history.
As an example, if you select Ferie (meaning Vacation) in the Holiday title filter, and Accrued in the Event type, you will see only the balance card for Ferie (Vacation). Furthermore, in the balance history, you will see only accrued events for Ferie up to the date selected in the date picker:
💡 Watch this 45-second video to see us using the date picker and filter in action 🎦:
⏪ Balance history
As the name might suggest, the balance history consists of a history log of events in the user's vacation balances. You'll see five main columns:
Event type: The name of the event type is shown in this column
Comments: Some of the events, such as corrections and transfers, might have a comment applied as they were made. This comment will be shown in this column. If the comment does not fit in the width of the column, you can hover the mouse over the comment or expand the width of the column to see the entire comment.
Hovering on a comment:
Expanding the Comments column:
Available from: This date is the first date the amount is available
Available to: This date is the last available date of an amount
Amount: The amount of a specific event followed by the unit (unit could be e.g. days).
That completes our explanation of what the balance card and balance history mean 🎉 We hope you found it helpful!
Below follows some additional information on the topics covered above, such as a deeper look into the balance history data, how to sort the balance list, and how the system handle spent balances that have corrections and/or transfers.
💡 Remember, if you have any questions or need help understanding this feature, you are more than welcome to contact our Support. Our contact info is stated at the bottom of this article.
Variations in 'Available from' and 'Available to' depends on the type of event:
Event is Accrued/Extension/Transfer: These amounts depend on your vacation settings, and have a limited period of validity where the employee can use that balance. This validity period is expressed through the dates in Valid from - valid to.
Event is Corrections: Corrections can have the same validity as per settings, but they can also have different validity periods, depending on what the user selected when doing the manual correction itself.
Positive corrections: When an amount is added the correction will have Valid from - valid to dates.
Negative correction: When an amount is deducted the correction will only have a valid from date, which is the date where the amount is deducted from the available balance.
Event is Expired: Similarly to a negative correction, the expired amount will only have the date where the amount is expired (valid from) and deducted from the available balance.
Event is Spending: Spending events have only valid from dates, which is the date where the vacation absence was placed/used.
When any of the events mentioned above occur it causes a change in the available balance on that specific date. We show this change in the grey row (see image below).
For example, as shown in the screenshot, on 01/01/2021, 2 days have expired. In the balance history, we show the event "Expired other", followed by the date where the amount expired, and the amount. In the grey row, we show what the available balance is after the amount expired.
Sorting the balance list
By default, the events in the balance history are listed from the most recent to the least recent in relation to the date selected in the date picker. By clicking on the available from column you can change the sorting from the least recent to the most recent, and vice-versa.
How the system handle spent balances that have corrections and/or transfers
When a user has an amount transferred to a new period, and corrections are done in the new period, the spendings are deducted in this order:
Deducted from the correction pool
Deducted from the transfer pool
Deducted from the accrual set in the vacation type setting
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