Leave types and allowances

This page is for org admins. Leave types are under Organisation Settings > Leave & Calendar > Leave Types, and save with the page’s Save Settings.

Set Annual Leave to what most of your team gets, then only set roles or team members who differ. An allowance is there to be used.

Leave types

Each type, like Annual Leave or Sick Leave, is a row with a summary of how it’s set, like “25 days a year · 5 days’ notice” or “Not available to book”. Open a row to change it, and use the switch on the right to turn a type on or off.

Annual Leave is marked default type, and can’t be turned off. Neither can a type marked always available. Turning a type off asks first, and stops anyone booking it, admins included. Leave already booked with it keeps its type and can still be changed.

Allowance

Days per leave year, in whole or half days, like 25 or 25.5.

• Annual Leave needs a figure, or tick Unlimited - No set allowance. It can’t be saved blank.
• Any other type: blank means no limit, the same as Unlimited.

Notice period

How many days ahead a type has to be booked, counted in calendar days from today, weekends included. Each type has its own, and blank means none. There’s no fallback to Annual Leave’s notice.

Tip

Leave Sick Leave and Compassionate Leave without a notice period, so your team can record them on the day.

Where someone’s Annual Leave comes from

Folke uses the first of these that applies:

1. Annual Leave set to Unlimited covers everyone, whatever their role or their own figure says. Those figures are kept, just not used.
2. Their own Allowance override, on their profile. It comes before their role, even an Unlimited one.
3. Their team role: its own figure, or Unlimited.
4. Annual Leave’s allowance here.

So a role with no figure of its own follows Annual Leave: change Annual Leave and everyone in those roles changes with it.

Overrides and roles only affect Annual Leave. Every other type’s allowance is the same for everyone.

Part-timers and new starters

Folke doesn’t pro-rate. Part-timers are only charged for the days they work, set by their Working Days. If someone should get fewer days, because they work part-time or joined partway through the year, set an Allowance override on their profile.

Carry over

Under Carry Over on the same page:

• Let unused days carry over: off to start.
• Maximum: the most days that carry over. Leave it blank or 0 for no limit. To stop days carrying over, turn Let unused days carry over off.
• Expires after: how many days into the new leave year carried days last. Leave it blank or 0 to keep them all year. When they lapse, only the ones not yet used go: carried days are used first, so anything already taken stays taken.

What carries over is each team member’s allowance for last leave year less the Annual Leave approved for them in it, up to the maximum. Folke keeps a note of everyone’s allowance each year, so a change to someone’s allowance this year doesn’t change what they carried over. Only Annual Leave carries over, only into the leave year you’re in now, and nobody on an unlimited allowance gets any. Team members see it on their Annual Leave figure on the dashboard, as days carried over, and can book those days like the rest of their allowance. If carried days expire, anyone with some still to book gets a reminder two weeks before.

The leave year

Allowances reset on their own at the start of your Leave Year, set on the same page. Changing the month re-sorts everyone’s leave into the new years straight away.