How do I keep track of my team’s holiday entitlement?

There are two main ways  in which you can track your team’s holiday entitlement. Both methods provide varying degrees of detail.

This guide will look at keeping track:

  • Via the Holiday Report
  • Via Availability

Via the Holiday Report

This method provides a detailed breakdown of the entire team and their individual allowances. You can see holiday that has been booked or taken and any remaining balances.

  1. Select ‘Reports’ from the Menu Bar.
  2. Select ‘Holidays’ from the Reports Tree.
  3. Select ‘Groups’ and choose the one that is required.
  4. Select ‘Holiday Periods’ and choose the one that is required.
  5. Select ‘Types’ and choose either ‘Days’ or ‘Hours’, depending on how your team’s holiday entitlement is configured. If you select ‘Hours’ when your team’s entitlement is actually worked out in days, the screen will not display any information.
  6. Select ‘Options’ and tick ‘Show Blanks’. Unticked, only employees who have taken or booked holiday will be visible.
  7. If required, sort the order by selecting a header (eg. Payroll Number, Last Name). NB: In this preview pane, you have a limited view of 100 rows. ‘Max Reached’ will show if you reach this limit. Don’t worry, all employees and their information will be visible once you proceed to the next step.
  8. Select ‘Report’ and you can now see the full report.
  9. If required, export the report as a PDF by selecting ‘Export’. Other export options are available.

Via Availability

This method provides a quick ‘snapshot’ of all employees’ remaining balances. It won’t show you their starting balances or what holiday they have booked or taken.

  1. Select ‘Availability’ from the Menu Bar.
  2. Select the required Group from the Menu at the top of the screen.
  3. Ensure that you are viewing the correct year. It doesn’t matter which month you have selected as long as it is in the same year as the one you wish to view.
  4. Select ‘Options’ and tick ‘Show Holiday’.

The ‘Hol’ and ‘Pub’ columns in the screenshot refer to Personal and Public Holidays. Depending on your System Setup, you may see a single column or maybe several.

Related Articles

How do I keep track of an individual’s holiday entitlement?

There are several ways in which you can keep track of an individual’s holiday entitlement - here are some of them.

How do I approve or decline someone's holiday request?

Action holiday requests from your team.

Skill Level