Workfeed allows you to track your employees' leave automatically through the "Leave bank". From here, you can get a full overview of your employees' registered leave, accrued leave, and leave requests. You can also make manual adjustments to the leave balance and decide how many hours should be deducted when leave is registered or approved.

Practical example: An employee has accrued 80 hours of holiday in their leave bank. The employee requests one week of holiday, and based on their work hours profile, they are expected to work 37 hours that week. When you approve the leave request, Workfeed can deduct 37 hours from the employee's holiday balance, leaving them with 43 hours of holiday remaining. In the leave bank, you can find a detailed overview of how the balance is calculated.

This guide explains how to assign a work hours profile to an employee.

To start tracking your employees' leave, you have to add an accrued amount of leave to an employee. You can do this manually, or let Workfeed do it automatically with an accrual profile, as described below. In the leave bank, you will also be able to specify the leave type, period, and hours to ensure accurate leave calculations.

This guide explains how you can assign leave to an employee.

With an accrual profile, Workfeed adds accrued leave to the leave bank automatically, for example holiday every month. That way, you no longer need to add accrued hours manually.

Note: Accrual profiles are part of Workfeed Pro+.

Go to the "Leave" tab and click "Manage leave types" in the top right corner.

Select the leave type to accrue, for example "Holiday".

Under "Accrual profiles", click "Add". You can start from scratch or choose a ready-made template. There are templates for, among others, UK, German, Dutch and Danish statutory holiday.

The "UK statutory holiday" template gives 5.6 weeks a year: 210 hours for a 37.5-hour week, public holidays included. The accrual year starts on 1 January, and the hours can be used until the year ends.

Note: The template is based on a 37.5-hour week. If your employees work a different number of hours, adjust the profile. For example, if an employee works 40 hours a week, "Total per accrual year" should be 224 hours (5.6 weeks of 40 hours). If you have employees with different weekly hours, you can create a profile for each group. For employees with irregular hours or who work part of the year, you can use the "UK irregular hours" template instead, which accrues 12.07% of each shift's hours.

You can then adjust the profile:

Further down, under "Usable until", choose how long the accrued hours can be used. Under "Carry over up to", choose how many hours may be carried over to the next accrual year. Click "Save" when you are done.

The profile is now shown under the leave type with a short overview of the rules.

Note: Once a profile is assigned to employees, you can only change its name. If the rules need to change, create a new profile and move the employees over to it from a specific date.

Open the employee in the team list and click "Edit profile". Open "Leave bank", click "Add accrual profile" under the leave type and choose the profile. Then choose the date the employee should start accruing from, and click "Save".

If the date is in the past, Workfeed recalculates the accrual from that date when you save.

If the employee should switch to another profile from a later date, click "Plan a change". If you choose "No accrual", accrual is paused from the chosen date.

Once the profile is assigned, you can see the accrued hours in the employee's leave bank. For each month, "Accrued" shows how many hours the employee has accrued.

You can view an employee's leave balance by selecting the relevant employee in the team list. When you open the employee's profile, you can click on "Leave bank" to see their current leave balance.

From here, you will see a full list of the employee's leave (with the newest leave shown at the top) as well as leave requests.

In addition to viewing the current leave bank, you can review the calculation behind it. You’ll see a detailed overview of an employee’s leave and how this affects their leave bank by clicking on the leave type in the top bar.

The leave type will be shown in chronological order, with the newest at the top on a monthly basis. To view the breakdown on a daily level, simply click on a period to open the detailed overview.

Note: To activate the leave bank, you need to enter an amount for accrued leave hours or assign the employee an accrual profile.

Time tracking provides a combined overview of each employee’s leave balance, shown next to their name. If you want to view a specific employee’s leave balance, click "X days" to see the details.

Note: The leave balance is based on the period you have set in time tracking.

It's possible to make manual adjustments to the leave bank. From here, you can add an accrued amount of leave to the leave balance or make adjustments to registered leave. Just click on the blue "➕" icon in the top right corner of the leave bank.

From here, you have two options:

For both options, you enter the hours and minutes for the leave, choose the leave type, and set the period it should apply to. You can also give the adjustment a name, so you can be sure which leave adjustment it refers to in the leave overview.

Once the manual adjustment has been saved, both you and the relevant employee will be able to see it in their leave bank.

If you need to make a correction to a manual adjustment or delete it, you can go to the employee's leave bank in the team list, choose the leave type in question at the top of the leave bar, and then click on the period you've made the adjustment for.

From here, you can click on the adjustment, make the relevant corrections, and click "Save", or delete it by clicking on "Delete" at the bottom.