Leave types and balances
How vacation, personal days, sick leave and Smart Working work, where each annual allowance comes from, and how available, taken, booked and pending days are calculated.
The four types
| Type | Unit | Default allowance | Specifics |
|---|---|---|---|
| Vacation | working days | 20 days a year | cannot be requested for past dates; the allowance can be customised person by person |
| Personal day | full day or hours | 10 days a year (80 hours) | in hours it covers one single day, from 1 to 8 hours |
| Sick leave | working days | unlimited | medical certificate required, straight away or within 3 working days |
| Smart Working | full day or hours | unlimited | in hours it can cover several days |
One day equals 8 hours in every conversion. The default allowances are the ones the administrator sets in Leave types and allowances; your dashboard always shows the values that apply to you.
Where your allowance comes from
For each type, the annual allowance that applies to you is decided in this order: the first rule that exists wins.
- A personal exception set by the administrator (vacation only).
- An override for your department.
- An override for your country.
- The general value for the organisation.
The value -1, which on screen appears as ∞ or Unlimited, means no limit.
What is not deducted
- Weekends: Saturday and Sunday do not count, unless the organisation has declared them working days.
- Public holidays in your country, the ones the administrator has marked as holidays. The country is the one in your profile; if you have not set it, your department's; otherwise Italy.
- If a request runs into a year whose public holidays have not been imported yet, the recurring fixed date ones (Christmas, 15 August, 1 May) are recognised anyway; the moving ones such as Easter and Easter Monday are not. For a request that falls entirely inside a year not yet imported, no public holiday is excluded at all: ask the administrator to import the year.
- Company closures, on the other hand, are only a marker in the calendar: leave on those days counts as normal.
The request form shows the count before you submit, with the list of the public holidays that were excluded.
How the dashboard numbers are calculated
All counts cover the current year and assign every request to the year of its start date. For each type:
| Item | What it counts |
|---|---|
| Days already taken | working days of approved requests that have already started, including those in progress |
| Days booked | approved requests starting in the future |
| used | taken plus booked |
| Days pending | requests not yet decided |
| Available days | allowance, minus used, minus pending |
Hourly requests are deducted in hours and count as hours/8 in days: that is why the available figure can be a decimal number, for example 19.5. Rejected and deleted requests have no effect.
In the Permissions Balance panel and in the statistics cards, the overall totals (Available days, Days already taken and so on) add up vacation, personal days and sick leave when it is limited; Smart Working only appears in the per type detail. The days remaining counter in the sidebar and the Available days figure in the header cover vacation only.
What is checked when you submit a request
When you submit, the platform checks that, for the chosen type and for the year of the start date, the days already approved plus the pending ones plus the requested ones do not exceed the allowance. If the allowance is unlimited there is no check. Sick leave is never checked. For hourly requests the check uses the balance in hours, when it has been initialised for the year.
The new year
The counts start again with every calendar year, because each year has its own allowance. The carry over of days not taken, when the leave type provides for it, is calculated automatically at the turn of the year and does not appear in the balances shown in the dashboard, which always report the allowance and the requests of the current year.