New Years Leave Entitlements improves the employee experience and streamlines workforce planning by providing complete visibility of both current and future year entitlements. This gives employees confidence to book holidays early and helps managers approve requests with the full context of available entitlements.
To add a new balance entitlement to your Balance
Follow the steps below:
From the Entitlements Per Balance tab, click Add Entitlement
Select, from the drop-down options, the relevant Entitlement Level, Period and Affecting Element.
Enter a Value for the Days, Hours and Occurrence, if required
Select the Length of Service, from the drop-down options.
Once complete, click OK.
Built-in validation checks ensure leave requests never exceed entitlements, while PeopleXD automatically accounts for length of service and FTE changes. This reduces back-and-forth between employees and managers, providing accurate entitlements with real-time updates throughout the year-end transition period.
Essential configuration
For the New Years Leave Entitlement feature to work correctly, you need to complete the actions outlined in the table below đ
Action | Description |
Create calendars for the new year |
|
Turn on the Maintain Next Period Balance toggle | You need to turn this on for all required balances. |
The Maintain Next Period Balance toggle
Once you've extended the calendars, you can turn on the Maintain Next Period Balance toggle. Without this setting, employees can't book leave for the next year. To do this, watch the video or follow the steps below.
If employees are unable to book leave for the next year, ensure that the System Calendar includes the future year and that work patterns are assigned. These are essential for enabling leave requests for future periods.
From the dashboard menu, click WFM Admin Dashboard.
Click WFM Configuration then search for and select Balance Configuration.
Search for the balance then click the three-dot menu.
Select View/Edit Balance then click the Summary tab.
Turn on the Maintain Next Period Balance toggle then click Save.
đNote: You need to enable this setting for all balances you want employees to be able to book leave for the next year.
Duplicate annual leave balance line showing after Maintain Next Period Balance is turned on
If an employee has two identical Annual Leave balance lines for the new leave year, and they have only one substantive appointment on their record, check whether the Maintain Next Period Balance toggle is turned on for that balance without a balance calendar in place for the new year. Turning this setting on before the balance calendar has been extended for the next period can leave an extra balance line showing.
đ Note: To resolve this, go to WFM Admin Dashboard > WFM Config > Balance Config, select the balance, then add a period for the missing year under Balance Calendar. If you turn the Maintain Next Period Balance toggle off instead, the duplicate line will disappear; you can turn it back on later once the balance calendar for the new year has been added.
Employee view
To enable the Balance widget, watch the video, or follow the steps below.
Employees should note that leave added administratively by managers or HR will not appear in their "requested absences" list. Only leave entered as a leave request will be visible in this list.
From the dashboard menu, search for and select Dashboard Configuration.
From the drop-down menu, select Employee Dashboard.
Select the dashboard tab you want to add the widget to.
In the Tab Widgets section, search for Balances.
Turn on the Active toggle.
Manager view
Managers can view employee entitlements from two locations:
Managers should be aware that leave added administratively (not as a leave request) will impact the employee's leave balance but will not appear in the employee's "requested absences" list. To ensure visibility, leave should be entered as a leave request.
User Profile: Shows all balances for the selected employee.
Absence Wizard: Shows relevant balances when processing a leave request.
From the Entitlement three-dot menu, managers can access information to help understand how length of service, FTE, and other factors affect the entitlement.
Entitlement Basis: View how the entitlement was calculated.
Recalculate: Manually trigger a balance recalculation when needed, such as after updating an employee's FTE or contract details.