Accessing user allowances
Go to Settings > Users, select a user, and open Allowance.Reviewing an allowance
Each visible allowance shows its current rule and one row per allowance year. The row includes Carryover, Allowance, Overtime, Taken, and Remaining. Select Show older years when needed. The caption below Remaining tells you what the figure means:- Available today: what the user can book for leave dated today. A later increase appears as +[amount] from [date].
- If today’s balance is negative, that later line instead shows the total available on that date: [amount] from [date], without a plus sign.
- Past, future, or manually recorded rows use captions such as Remaining at year end, Expected available from [date], or Balance recorded for [year].
In the last case, December’s credit in a calendar-year rule belongs to the next year’s Allowance, not Carryover. The first allowance year can therefore show eleven credits. Leave in the new year can use the final credit, unless the user’s Employment end date is the final day of the previous allowance year.
Editing a manually managed year
Managed manually means that no rule adds allowance automatically. Select Edit on the year row, enter Carryover, Allowance, and Overtime, add a reason, and save. If no assignment exists yet, saving creates a Manage manually assignment. It runs until the next assignment starts, or without an end date when nothing follows. A warning icon appears while no allowance has been entered for the year. You can edit the same three fields on a rule-backed year when a user needs an exception. absentify records the change as an audited adjustment; the shared rule itself stays unchanged.Assigning a different rule
Assignments for an allowance type form a continuous timeline. Use Manage manually for any period in which nothing should accrue automatically, including an intentional zero allowance.- Open the allowance and select Manage rule assignments > New assignment.
- Choose a rule or Manage manually.
- Set Valid from. The suggested date follows the complete assignment timeline, including scheduled assignments.
- Leave Valid until on No end date unless a later assignment already follows. A specific end date must be the day before that next assignment starts or the user’s final employment day.
- Enter the reason and select Apply.
- On or before the user’s employment start, but inside an earlier assignment, absentify changes that row’s rule without splitting its dates.
- Otherwise, strictly inside an existing active or scheduled assignment, that assignment ends the day before and the new one starts on the selected date.
- Before the only existing assignment starts, absentify extends that assignment back and changes its rule.
- In an uncovered period, absentify adds or adjusts an assignment while keeping the timeline continuous.
absentify recalculates affected years in the background.
Switching from manual management to a rule mid-year
When you replace Manage manually with a rule during a year, the new rule contributes only the prorated amount from Valid from. Allowance amounts already entered manually remain as audited adjustments and are added to that rule amount; absentify does not remove them automatically. After the background recalculation finishes, review the affected year. If the combined amount is not the intended annual allowance, select Edit on the year row and enter the intended total. absentify records the correction as another audited adjustment. For example, if the year contains an unexpired manual allowance of 20 days and no other adjustments, and a 30-day yearly rule starts on July 1, a calendar-year rule with monthly proration contributes 15 days for the second half of the year. The displayed allowance is then 35 days until you correct it, if needed. A yearly Always the full amount rule still counts only its own months in this situation, so the same 15 days apply unless you set Valid from to the first day of the workspace fiscal year or choose Start on [date] for the full amount when the link is shown.Switching to manual management mid-year
Manage manually grants nothing by itself. The current year keeps what the previous rule earned up to Valid from, plus existing carryover and adjustments. The dialog previews a lower total when the switch reduces that year’s allowance. After saving, edit the year row if the user should receive a different amount.Correcting an existing assignment
Under Manage rule assignments, assignments are marked Active, Scheduled, or Archived.- Clear Hide past when you need an archived assignment.
- Select the pencil icon, correct the rule or dates, and enter a reason of at least three characters.
- Select Save.
Adding a balance adjustment
Use an adjustment for a one-time correction instead of changing the recurring rule.- On the relevant year, select History > Add adjustment.
- Choose General adjustment or Overtime compensation.
- Choose whether to add or subtract, then enter the amount and effective date.
- For a positive adjustment, optionally set the last day on which it can be used.
- Enter a reason, review What will change, and select Add.
FAQ: How do I grant a one-time allowance without renewing it each year?
- Assign Manage manually from the date automatic accrual should stop.
- Select History > Add adjustment for the relevant year.
- Add only the amount needed to reach the intended total.
- Set an expiry date when the credit must remain usable until a specific later date. Without one, unused credit follows the allowance type’s normal carryover and expiry settings.
- Check What will change before saving.
Reviewing the history
Select History on a year row to open History & adjustments. It shows credits, deductions, carryover, expiries, adjustments, and rule changes. Use Show full calculation for all ledger entries, or filter by year and manual changes. What comes next contains future credits and expiries. History contains completed events. Each row shows the resulting balance and who made the change. Assignment history records changes to rules and dates. Entries marked Set via API come from a connected system and may return if that system sends the value again.Removing a rule assignment
Open Manage rule assignments, select the delete action, enter a reason, and confirm. absentify extends the neighboring assignment to keep the timeline continuous and recalculates affected years. If that would cover the person with Always the full amount in a year that still has a balance from before rules existed, absentify refuses the deletion. Pick another rule for that time instead. To stop automatic accrual while retaining explicit control, assign Manage manually instead. If you remove the user’s only assignment, absentify does not assign the workspace or department default automatically. The allowance becomes Managed manually until you assign another rule.Setting default allowances
Turn on Default for the allowance whose balance should appear beside this user’s profile picture in team views. Only one allowance can be the user’s default.Impact of default allowances
Changing the default changes the balance shown in team views. It does not change the user’s rules or existing requests.Customizing visibility
Turn Visible off when an allowance should not be available to this user. It disappears from their calendar and cannot be selected for new requests.What hiding does
Hiding an allowance does not stop its calculation: accrual and existing deductions continue. Its balance is hidden for everyone viewing this user, and leave types linked to it cannot be requested for the user, including by managers or admins. Turn Visible on again to review the years or manage assignments.Best practices for managing allowances
- Use rules for recurring entitlement changes and adjustments for one-time corrections.
- Use Manage manually for intentionally manual periods.
- Add a clear reason so later audits explain the change.
- Check both the dated availability and full calculation before correcting a balance.