An absence quota counter lets you set how many days of a certain absence (for example special leave or sick leave) an employee is entitled to and track how many are left. The administrator enters the quota with an adjustment, for example 10 days, and every entry of that absence on the timeline lowers the balance by 1. With action events, the counter can also be reset automatically to a chosen value, for example every week, every month or on a selected date.
The steps below use special leave as an example. The absence type for which you want to track a quota must already exist (Creating a new type of absence).
1. Creating the quota counter
1. Go to Settings › Global Time Rules, select the Counters tab and click Add.
2. Enter a name for the counter, for example Special leave balance. Under Counting, select Number of instances, and under Calculate as, select accrual. Click Save.
3. Open the new counter and click Edit.
2. Source
Under Sources, click Add, select the source Absence, the name Special leave (the absence type you are tracking) and the method Subtract, then click Save.
With the Subtract method, every entry of the selected absence on the timeline lowers the counter by 1. Click Save at the bottom of the page and select a validity period from the beginning of time.
3. Adjustment for entering the quota
1. Go to Settings › Event Definitions, select the Adjustments tab and click Add.
2. Enter a name for the adjustment, for example Special leave entry. Under Type, select the option that adds the entered value to the calculation data (not the option that overwrites it), and under Calculation data, select the quota counter Special leave balance. Click Save.
This adjustment adds the entered value to the current balance of the counter: a positive value increases the quota and a negative value lowers it.
4. Entering the quota for an employee
1. Go to Timelines › Employee day, select the employee and the day from which the quota applies, and click Add adjustment.
2. Select the Special leave entry adjustment, enter the value (for example 10 for 10 days) and click Ok.
The quota balance is shown in the Calculation details section. When the employee enters special leave, the balance goes down by 1. In the example below, the employee had 7 days available and has 6 left after entering special leave.
5. Resetting the quota automatically
If the quota should be renewed regularly, add action events to the counter. Open the counter (Settings › Global Time Rules › Counters), click Edit and, under Action events, click Add.
Execution point – when the action event runs:
Calendar event type – for a weekly or monthly reset, add a calendar event with weekly or monthly recurrence to the calendar group assigned to your employees and select it here,
a selected date – for a reset on any date you choose.
Value type – Value; enter the new quota, for example 10.
To set the balance exactly to the chosen value, add two action events with the same execution point and the same value: one with the action Cut if greater and one with the action Add if lower. The first lowers a higher balance and the second raises a lower balance to the value entered.
Click Save at the bottom of the page and select the validity period.
Related articles: Creating a new calendar, Cut or transfer running balance.