Leave allowances

This page is for coordinators and registered managers, and covers the annual leave allowance held against each person and how it is counted.

What an allowance is

An allowance is the number of annual leave days a person has for the year, recorded on their own record. It is a figure WholeVisit counts against, not a rule it enforces: leave can be approved past it, and the screen says so when it would be.

Where no allowance is recorded, nothing is counted and nothing is warned about.

Set an allowance

1. Open “Team” in the navigation.
2. Open the person’s record.
3. Set “Annual leave (days)” in the “Details” card.
4. Select “Save”.

Hours and allowance are the employer’s to set. Everyone can see their own; only owners, admins and registered managers can change them.

How days are counted

Days used are working days, not calendar days. WholeVisit counts only days the organisation runs, and skips organisation holidays, so a fortnight booked in August is ten days against the allowance rather than fourteen.

Three more rules shape the number:

• Only leave with the reason “Holiday” counts. Sickness, appointments and anything under “Other” never use annual leave.
• Only approved leave counts. A request still waiting is shown separately, as “this asks for 5 days”, so you can see what saying yes would cost before you say it.
• Leave that spans the turn of the year is charged to each year it touches. Late December to early January is a few days against the old year and a few against the new one, not the whole span against one.

Where the number appears

On a person’s record, under the “Leave” card heading: “12 of 28 days used this year”.

On a request waiting for a decision, the same line, followed on the person’s record by what the request asks for. If approving it would take the person past their allowance, the line turns red and adds “over their allowance”. You can still approve it.