> ## Documentation Index
> Fetch the complete documentation index at: https://absentify.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Editing user allowances
> Assign allowance rules to an employee in absentify, add balance adjustments, and manage which default and visible allowances appear on their profile.
In absentify, you can review the allowance rules assigned to an individual user, schedule rule changes, and add balance adjustments when an exception is required.
New users receive the applicable default rule for each allowance type. The rule settings and the user's employment start date determine the earned balance.
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## Accessing user allowances
1. Navigate to **Settings** > **Users**.
2. Select the desired user from the list and open their profile.
3. In the user edit menu, select the **Allowance** tab from the side menu.
### Reviewing an allowance
Each allowance type shows a summary line with the **Current rule**, its **Valid from** date, and either **Valid until** or **No end date**. If nothing is assigned yet, it reads **No rule assigned**.
The year table below lists one row per allowance year. Each row shows the rule that applied under the **Year** column, plus **Carryover**, **Allowance**, **Overtime**, **Taken**, and **Remaining**. The **Allowance** cell always shows the effective total for the full year; for rules that accrue over time, the amount earned so far and the amount still accruing are reflected under **Remaining**. An info icon appears next to the yearly total only when its composition needs explaining, such as for multiple rules, adjustments, rounding, or expiry. Rounding is listed whenever the entitlement from the rules was rounded up to the next bookable increment, which is explained under [Rounding of the yearly total](/docs/en/roles/hr_admins/settings/allowances#rounding-of-the-yearly-total).
When a rule change is scheduled for later in an allowance year, that year's row shows two extra lines under **Remaining**. **Available now** is the part of the balance the employee can book for dates before the change. **+X from \[date]** is the amount the new rule adds when it starts. This explains why absentify can reject a request as too large even though **Remaining** looks sufficient. **Remaining** is the total for the whole year, while absentify checks a request against the allowance available for its own dates. The employee sees the same two lines in their calendar and in the request form, so you can compare both screens directly when providing support. absentify hides these lines while you edit the row.
**Carryover**, **Allowance**, and **Overtime** can be overwritten directly in the table. For allowances in days, these fields take up to two decimal places, so a calculated value such as 4.96 days stays exact when you edit the row.
### Assigning a different rule
Use a direct assignment when the organization default or the department rule does not match the employee's contract.
1. Open the relevant allowance type and select **Manage rule assignments**, then **New assignment**.
2. Select the **New rule**. Select **Manage manually (no rule)** if nothing should accrue automatically and you want to set each year's amount yourself.
3. Set **Valid from**, the date the rule becomes effective.
4. Set **Valid until** to **No end date**, or to **Specific date** when the assignment should stop. The date you pick is the last day the rule applies, so an assignment ending August 31 still covers all of August. **Valid from** and **Valid until** can be the same date for a one-day assignment. Assignments must not overlap, and absentify warns you if they do.
5. Enter the **Reason for this change** and select **Apply**.
absentify prorates a change in the middle of an allowance year automatically and shows a hint when the date you picked falls mid-year. absentify recalculates allowances in the background after you apply the change.
### Correcting an existing assignment
**Manage rule assignments** lists every assignment for the allowance type with its status: **Active**, **Scheduled** for one that starts in the future, and **Archived** for one whose period has already ended. Archived rows are greyed out; select **Hide past** to filter them from the list, or clear the checkbox to review or correct them.
1. Clear **Hide past** if needed, then select the pencil icon on the assignment you want to correct.
2. Change the **New rule**, **Valid from**, or **Valid until** as needed. **Manage manually (no rule)** is available here as well.
3. Enter a **Reason for this change** of at least three characters and select **Save**. To remove the assignment instead, select its delete action, enter a reason, and confirm.
Archived assignments can be edited or deleted too, so a past period recorded with the wrong rule or dates can be corrected afterward. The dialog warns that allowances for the affected past years will be recalculated in the background. Every correction is recorded in the **Assignment history** with its reason and who made it.
### Adding a balance adjustment
Use an adjustment for a one-time correction instead of changing the allowance rule.
1. Open **History & adjustments** for the allowance type and select **Add adjustment**.
2. Select the **Adjustment type**: **General adjustment**, or **Overtime compensation** for extra allowance granted for overtime worked.
3. Select `+` to add to the balance or `-` to deduct from it, enter the **Amount**, and set the **Date** on which it takes effect. For allowances in days, the amount takes up to two decimal places, for example 2.08 days.
4. For a positive adjustment you can set an **Expiry date** after which the amount is revoked. Leave it empty for no expiry.
5. Enter a **Reason** and select **Add**.
The adjustment is added on top of the rule, never replaces it, and stays visible in the allowance history.
### Reviewing the history
Select **History & adjustments** on an allowance type to open the full record. It is split into two sections:
* **Upcoming** lists what is still ahead, such as scheduled accruals, rule changes, and adjustments that will expire. Dates in this section are labeled **Effective date**.
* **History** lists what has already happened, including accruals, deductions, carry-over, rule assignments, and deleted adjustments. Dates in this section are labeled **Changed on**.
Each entry shows the event, the amount, the resulting balance, and who made the change. A separate **Assignment history** section lists the rule assignments themselves. You can filter the dialog by year or select **All years**.
For **Rule assigned** and **Rule changed**, the date is the assignment's **Valid from** date, meaning when the rule takes effect for that employee. It is not the moment an admin created or edited the assignment. Who made the change and the reason appear in the entry's byline.
### Removing a rule assignment
To stop a rule applying to an employee, either set **Valid until** on the assignment so it ends on a chosen date, or delete the assignment under **Manage rule assignments**. Ending with a date is usually better when the next rule should start cleanly afterward.
When you delete an assignment:
1. Enter a **Reason** and confirm. absentify recalculates allowances in the background. This cannot be undone.
2. The employee shows **No rule assigned** for the period that assignment covered. absentify does **not** apply the organization default or department rules automatically. Those defaults only apply when someone **joins**.
3. The amount granted by the rule becomes **0**. Leave already taken stays on the record, so the remaining balance can go negative. Manual adjustments stay in place and still affect the balance.
Archived assignments can be deleted as well. absentify warns you first with the message *This is a past assignment. Deleting it changes the allowances of the affected past years.* Check the affected years before you confirm.
If you want no automatic accrual but still want to set each year's amount yourself, select **Manage manually (no rule)** instead of deleting the assignment. That keeps a manual assignment in place so the year table stays editable.
Deleting an assignment leaves the employee without a rule for that period. Assign a different rule, or use **Manage manually (no rule)**, when the current rule is wrong.
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### Setting default allowances
Default allowances reflect standard entitlements across the organization and ensure consistency.
1. Navigate to the **Allowance** tab in the user profile.
2. Toggle the **Default** option for the desired allowance type. Only one allowance can be set as the default.
3. Save your changes.
#### Impact of default allowances
* absentify shows the **Default allowance** prominently in the user's overview and uses it to calculate the remaining entitlement displayed next to their profile picture in team views.
* Example: If "Vacation" is set as the default allowance, the remaining vacation days will appear in the team overview.
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### Customizing visibility
You can control which allowances are visible to users:
1. Deactivate the **Visible** toggle above an allowance to hide its balance from the user.
#### Impact of hidden allowances
* Hidden allowances are not displayed in the user's overview or calendar.
* Users cannot see the remaining balance for hidden allowances.
* In the employee's allowance settings, a hidden allowance has no rows in its year table even though its values are still tracked. Turn on **Visible** above the allowance to display them.
* At least one allowance type has to stay visible for each employee.
Hiding an allowance only affects what is displayed. The allowance keeps accruing, bookings are still deducted from it, and the linked leave types remain requestable. To stop an allowance from accruing for one employee, change their rule instead.
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## Best practices for managing allowances
* **Consistency**: Align allowances with company policies and employee contracts.
* **Use effective dates**: Set the previous assignment's **Valid until** to its last covered day, then start the replacement on the following calendar day.
* **Use adjustments for exceptions**: Keep one-time corrections separate from recurring entitlement rules.
* **Set clear defaults**: Ensure only one allowance is set as default to maintain clarity in team overviews.
* **Keep historical records**: Preserve past assignments and their effective dates to maintain accurate reporting.
Adjusting allowances to values below what has already been requested may cause errors in absence tracking. Always review existing leave requests before making changes.