Leave balances: what's left, setting an entitlement, and changing someone's leave
The balances register, one person's year in full, setting a figure by hand, and logging, cancelling or removing leave.
Once leave is set up, most of the day-to-day work is here: checking what someone has left, putting a figure right, recording leave they phoned in, and taking back a booking made in error. All of it is on Timesheets › Leave and needs the Manage leave permission.
The Leave balances register
Leave balances lists one row per person and leave type for the leave year shown in the year stepper on the right (Previous year / Next year):
- Person and Leave type
- Allowance — what they can book this year: entitlement plus carry-over and any adjustment, less public holidays when your workspace counts those inside the allowance.
- Taken — approved leave in the leave year, including leave booked for later in it.
- Requested — booked but not yet decided.
- Left — after everything taken, booked or requested.
A sync mark beside a name means the figure is "Kept in step with their work pattern and dates." — Maliru recalculates it when their pattern or dates change. Search people finds one person in a long list.
Above the register, Work out entitlements fills in everybody at once, and Set entitlement sets one figure (both below). See Leave and time off for how the engine works a figure out.
One person's year in full
Click a row to open that person's leave year:
- The sums: Entitled, Carried over, Adjustment, Public holidays, Allowance, Taken, Booked, Requested, not yet decided and Left. Here Taken counts only the days already gone, and Booked is approved leave still to come (shown when there is some).
- Public holidays out of the allowance, as dates — the ones already past are marked. When none came out, it says why: none fall on the days they work, they come out of another leave type, or their record says they started or left outside this leave year (with Check their dates).
- Booked, still to come, each with Cancel absence.
- Awaiting a decision.
- Leave taken, each with Remove leave, or "Nothing taken this leave year."
Setting an entitlement by hand
Set entitlement (or the pencil on a row) opens Set entitlement · {year}:
- Pick the Worker — the list is searchable. Contractors are not offered: they never draw paid leave. If the person already has a figure for that type and year, it loads, so you edit it rather than overwrite it.
- Choose the Leave type.
- Fill in Entitled, Carried over and Adjustment, in days or hours as your workspace shows leave. Pro-rata works out a one-off figure from a working pattern or by the 12.07% accrual method.
- Decide on Keep this figure in step. On, Maliru owns the Entitled figure — the box is greyed out, and it is recalculated from their work pattern and dates and again when the leave year rolls over. Off, the number is yours and stays where you put it.
Carry-over and adjustments are always yours; Maliru never recalculates them. Keeping in step only applies to your main holiday type — for anything else, such as time off in lieu, leave it off and type the figure.
Logging leave for someone
Log for worker records leave on someone's behalf — a sick day they rang in, or holiday agreed on the phone. It is approved as it is logged, and they are told.
- The Worker list is searchable. Once you pick someone, Maliru shows what they have left: "Aisha Khan has 12d left this leave year."
- Logging more than they have doesn't stop you: "This is 2d more than Aisha Khan has left (12d). It will still be recorded."
- For a contractor, types that come off a balance are removed and the note reads "…is a contractor: leave is recorded unpaid and comes off no allowance."
- Leave that overlaps something they already have is refused unless you switch on Override balance and overlap checks.
Dates go back to the start of the previous leave year, so leave taken before you started using Maliru can still be recorded.
Cancelling someone's leave
You can cancel anybody's leave that hasn't started — from a day on the Team calendar, or from Booked, still to come in their year. Maliru asks "Cancel this leave?": the days go back to their balance and they are told. Keep it leaves it alone.
Requests can be cancelled at any time before they are decided. Nothing can be cancelled or removed while its dates sit in a locked timesheet period: unlock the period first. Booking it again means a new request.
Removing leave that has started
Leave that has started has been taken, so the person can't cancel it themselves. A leave manager can remove it, for example a booking made by mistake: choose Remove leave on a day on the Team calendar, or under Leave taken in their year. Maliru asks "Remove leave that has started?" and needs a Reason. The days come off their timesheet and go back to their balance, they are told, and your reason is kept in the audit trail.
When the working week changes
A booking is counted in working days and hours when it is made. If the working week changes before the leave starts, Maliru counts it again at the new hours: when a work pattern's days or hours change, when someone moves to another pattern or changes worker type, and when a public holiday is added or removed. Leave that has started, and leave in a locked timesheet period, keeps what it was counted at. Saving a pattern says how many bookings changed, for example "3 bookings of leave still to come now count at these hours."
What workers see
Everyone sees their own balances under My balances (office) or at the top of Me › Leave (phone), and their own bookings under My absences. The register, the team calendar and other people's years are for Manage leave holders only.