Admin Guide

Entitlements

An entitlement represents the amount of time off a user is allowed to take for a specific leave type (e.g., Vacation, Sick Leave). To submit a request for a particular time-off type (e.g., PTO), users must have an active entitlement for it.
Entitlements are governed by policies defined within each time-off type (Administration → Time-Off Types → Edit → tab 'Entitlement Policies'). These policies determine how balances are accrued and reset—automatically applying the configured rules over time. entitlement_policy
Once an entitlement is assigned to a user, the system tracks all changes, including accruals, deductions, and manual adjustments.
Entitlements can be configured to use either Days or Hours as their unit of measurement, depending on the organization’s preference. Additionally, entitlements may be set as either limited (with a defined balance and optional accrual policy) or unlimited. Unlimited entitlements—commonly used for time-off types like Sick Leave—do not require an accrual policy and are used solely to track the actual usage without enforcing a balance limit.

Creating Entitlements

Bulk Assigning Entitlements

This method allows you to efficiently assign entitlements to multiple users at once using a spreadsheet-style interface. It supports two input methods tailored to different needs:
Option 1. Auto-Populate Based on Policy and User List
Automatically generate entitlement records for selected users using the accrual rules defined in the time-off type’s entitlement policy.
Steps are as follows:

  1. Open view Administration->Entitlements
  2. Click button "Import in bulk"
  3. Click button "Populate Users and Accrual"
  4. Adjust fields "Used This Year" and optionally "Carried Over" for each user
  5. Click button "Import"
    6. entitlement_policy

Note: If the Accrual Method is set to Incremental Accruals Throughout the Year and the Prorated Accrual for Mid-Joiners option is enabled, the app will automatically calculate a pro-rated starting balance based on the user's hire date. This calculation considers the time between the start of the year and the current date. entitlement_policy Option 2. Import from MS Excel spreadsheet
Upload entitlements in bulk using a prepared Microsoft Excel file, giving full control over individual values.
Steps are as follows:

  1. Copy the records to import from MS Excel spreadsheet using Ctrl+C
  2. Open view Administration->Entitlements
  3. Click button "Import in bulk"
  4. Click on the first cell in the spreadsheet and paste records with Ctrl+V
  5. Click button "Import"
    6. entitlement_policy

Creating a Single Entitlement

Use this method to manually assign an entitlement to a specific user for a selected time-off type.
Steps are as follows:

  1. Open view Administration->Entitlements
  2. Click button "Create New"
  3. Fill out required fields (User, Days Accrued This Year, Days Used This Year, etc.)
    4. entitlement_policy

Editing Entitlement

If adjustments are needed, app administrators can quickly modify entitlement records by clicking the edit icon next to each entry.
entitlement_policy

Reviewing Entitlement Change History

View a complete audit trail of all changes made to a user's entitlement, including accruals, deductions, and manual adjustments. To access the history, click the history icon in the data table. entitlement_policy

Reviewing The Assigned Entitlement Policy

Quickly access the entitlement policy settings applied to the selected time-off type to understand how balances are calculated and managed. To view the policy, click the info icon in the data table. entitlement_policy